Overview of the eRecruitment Process { PMAIN-13}

Note that the Personnel iEnabler System has to be in operation for this facility to be used. Refer to the Overview of the Personnel iEnabler {P00000-2} for more detail.

Set-up

Define a Routing Request Type {GROU-1} for the registration process, the post application submission process and for the final notification process.
The post must be linked to the iEnabler process in {PACS-4} (Allow On line Applications = Y), secondly the post description, Job Competencies and experience must be captured in order to display on line to give possible applicants an idea what the post is about and what is required when the Post is queried.
The start and end date for the period the post must be advertised should be defined in {PROP-1}.
In order for an applicant to register as a user of the on line facility to apply for post, an applicant number needs to be generated, this number is created in {PRMT-3} (Next WEB recruitment number) which is incremented by one if a new person registers.
Each post that is advertised on line must be created with an assessment code and the correct question groups and questions should be linked to it, as setup in {PAOP3-1}.
Once a post is linked and all requirements are in place and the post is open for applications, any person may open the eRecruitment link which may be linked to any page which is available for the public, the following example may be linked to a a link on the public page called "Careers at ...." -" http://hawkapp.its.co.za:7771/pls/int3dev/wp18pkg.wp18_startup?x_unum=0&x_chk=&x_errind=&x_errmsg="

Please note: a technical setup will be required at the time of implementation for the eRecruitment link.

Operation

During the application period, people may open the link and view the post detail or apply for the post on line.
The person will be allowed to register as a user on the eRecruitment system, without being an existing personnel member.
If the person only wants to view posts he does not have to register as a user, however if he wants to apply for a post he must register.
Registration happens automatically if he starts answering the biographical data, at which point the system will generate an email notifying the person what his User ID and pin is via email. The email address that the user captures serves as the User ID, and the system automatically generates two things:

An Applicant number
A Pin code which must be used to log in.

Should a User want to view posts he previously applied for, he must log in with the credentials which was emailed to him, the system also have a "Forgot Pin" functionality which will email the pin to the user.

If the user wants to view available posts he does not have to log in and the following screens will open.

Please note: all the information will only be in display format however , if the user clicks on the "View posts previously applied for " or the "Apply for post", the system will require him to login with the correct credentials.
If a person has logged in and applies for a post, the system will copy the information that was captured for the previous application, which is also required for the current application to the current application. This means the user may apply changes where required but he does not have to recapture all the information.
The user may now answer all the questions however required questions are marked with a red "*" and must be captured if the user wants to submit an application. The user may also "Save" the information which means that application is not submitted or finalized yet and the user may continue whenever he has the time to finalize his application.
Please note: Once the application is submitted it cannot be changed, if the post advertising end date is reached and the user have only "saved" his application and has not "submitted" it, the system may not take his application into account, when determining the short list for the interviews.
Once the data is "Saved" or "Submitted", the system will write the information of the applicant into the eRecruitment system.

If the user wants to upload supporting documentation for his post application such as ID documents, qualifications etc. the user will click on the "Load/View Documents" and the system will open up the document storage functionality where he can upload or view documents relevant to the post application.

Routing

The following route Types are used

Notification of Pin and Use ID - Route type "EREA"
Notification that Application was submitted and received - Route type "EREC"

Some of the data gathered during the process will be written to the Email instruction lines of sequence 0 of the routing request. From there it may be included in Email messages sent by steps of the routing request or it may be displayed by the Probation Assessment Form {P00014-1} where a specific step has to be completed.

The table below indicates the line number for each data item for route type "EREA".

Line Number	Probation Detail
1	On line Post Detail
2	Applicant Number, Title, Initials and Surname
3	Pin Code
4	Email Address of the Applicant
5	Pin Code
6	Routing Request number

The table below indicates the line number for each data item for route type "EREC".

Line Number	Probation Detail
1	On line Post
2	Department of
3	Applicant Title, Initials and Surname
4	Applicant email address
5	Applicant email address
6	Pin Code
7	Routing Request number
8	Applicant Number

History of Changes

Date	System Version	By Whom	Job	Description
07-Aug-2015	v03.0.0.0	Sakhile Ntimane	t207850	New On-line help document