Overview of the eRecruitment Process {PMAIN-12}

The eRecruitment system was developed to provide the institution with the ability to handle the process of recruiting new employees

This includes:
Required Set-ups

Routing Request Types used for email Notifications {GROU-1}
 
EREA – email notification for auto-generated PIN when an applicant registers on eRecruitment (through the institution’s website)
ERFP – email notification when an applicant forgets their PIN (using eRecruitment through the institution’s website)
EREC – email notification to the applicant confirming an application was successfully submitted (using eRecruitment through the institution’s website)
PER1 – Application to advertise a vacant position (Personnel iEnabler)
PER2 – Approval of the advert prepared by Human Resources
PER3 – Selection Committee Shortlisting Meeting Notification {PERS-5}
PER4 – Applicant’s Interview Notification {PERS-4}
PER5 – Email Notification to unsuccessful applicants, not shortlisted {PERSR-2}
PER6 – Email Notification to unsuccessful shortlisted applicants {PERSR-3}
 
Database procedure that may be used at a sequence before first approver

System Operational Definitions used by the eRecruitment System and are to be defined {GCS2-11}:
 
SubsystemCodeDescriptionAction
HRRZiEnabler Advert Post Evaluated (Y/N)If set to 'Y' the Evaluated Indicator must be set to 'Y' on the Post {PPEO-1}

 
HRRTiEnabler Advert Committee Selection (Y/N)If set to 'Y' the user will need to nominate the selection committee members for each Role Type as required and defined for the Post Classification, Rank and/or Grade of the Post {PERC-9}. This would typically be the Chairperson, Union Representative, SRC Representative, etc.
HRRUApproval Routing Code for Application to Advertise a PostThe Approval Outcome Code for Application to Advertise a Post.  Routing Type ‘PER1’, default 'PSA'
HRRNRejection routing Code for Application to Advertise a PostThe Rejection Outcome Code for Application to Advertise a Post, Routing Type ‘PER1’, default 'PSR'
HRRWApproval Routing Code for Approval of post AdvertThe Rejection Outcome Code for Application to Advertise a Post, Routing Type ‘PER1’, default 'PSR'
HRRXRejection routing Code for Approval of post AdvertThe Rejection Outcome Code for Approval of the Post Advert (prepared by HR), Routing Type ‘PER2’, default ‘PSR’
HRRYSend Back for Correction Approval Routing Code for Approval of Post Advert    The ‘Send back for Corrections’ Outcome Code for Approval of the Post Advert (prepared by HR), Routing Type ‘PER2’
HRX1E-Recruit Post Advert Comment ReqRequest to Advertise a Post {P00021-1} Comments field mandatory? (Y/N)
HRX2E-Recruit Min Referrers ReqMinimum Number of Referees to be entered by applicants applying for a position {PERWEB}
HRX3E-Recruit Min Qualifications ReqMinimum Number of Qualifications to be entered by applicants applying for a position
HRX4E-Recruit Min Employment HistMinimum Number of Employment History records to be entered by applicants applying for a position
HRX6E-Recruit Upload Docs Required With Post ApplicationThis  will indicate whether documents must be uploaded on the eRecruitment system when applying for a post to be advertised
HRX7E-Recruit Display Additional Post DetailThis indicator will result in additional information regarding the post being displayed when applying for a post to be advertised as well as when approving it on the iEnabler.
Please note: the negative impact of this is that advert codes cannot be reused for future adverts of the same post as the system will always generate a new advert code.
 
Approvers for the Routing Requests, set up in with the below levels n"Organisational Contacts {GCS-10}"

HRBP HR Business Partners
FINP Finance Post Approval
DEDI Deans or Directors In the Code Structure Menu, the following menu options are required to be setup
DVEX DVC or Executive Directors
VCLR Vice Chancellor




User Restrictions {PAMT-1}
 
Access Type 'PPER' may be given to a user other than the person appointed into the Senior Post of the Post as defined on {PPEO-1}, to access ‘Application to Advertise a Post’ and view Posts where Primary Department of Post equals the Department for which they are linked.
 

Validation Rules {GOPS-22}
 
EAE Recruitment Advert Code Number GenerationWill automatically generate an advert code if set to (Y)es
 
Document Storage

The following Document Categories have been defined to store documentation:

ERADVManually created adverts to be displayed for a position advertised on eRecruitment
ERECRUITThe documentation uploaded by applicants through eRecruitment functionality {PERA-1}
ERAPPPOLPolice Clearance Certificate, applied for and received by HR {PERA-1}
ERAPPQALVerification of Qualification, applied for and received by HR {PERA-1}
ERAPPREFReferee Reports, sent by HR and received back {PERA-1}
ERCOMSLCommittee Shortlisting Documentation {PERS-5}
ERCOMMINCommittee Meeting Documentation
ERADDOCSApplication to advertise a post documentation.
 
Code Structures

Available Options

Personnel iEnabler
Post Advert Information

On-line application

eRecruitment Applicant Information

eRecruitment Applicant Selection

See Also:
e-Recruitment Web Application for Vacant Position


History of Changes

Date System Version By Whom Job Description
10-Jun-2020
 v04.1.0.0 Kerry-lee Naidoo t242233 Overview document
15-Jun-2021v04.1.0.1Kerry-lee Naidoot250256Menu option links
10-Mar-2022v04.1.0.2Sanele Chilizat254055Additional SOD's X1,X2,X3,X4
29-Apr-2022v04.1.0.3Allie de Nysschent254658eRecruitment enhancements
01-Nov-2024v04.1.0.4Frans Pelsert269853wp30_check_first_approver