RECRUITMENT PROCESS EXPLAINED

The steps of the recruitment process are:

1) Establishing the exact nature of the job vacancy and drawing up a job description

This provides a complete picture of the job and will include:

 job title
 details of the tasks to be performed
 responsibilities involved
 place in the hierarchical structure
 working conditions
 how the job will be assessed and performance measured.
The advantage of the job description is that it should attract the right type of people
to apply for the job, as potential recruits will have an idea of whether they are suited
to the position or not.
2) Drawing up a person specification
This is an analysis of the type of qualities and skills being looked for in suitable
applicants. It is clearly based on the job description because these skills can only be
assessed once the nature and complexity of the job have been identified.
3) Preparing a job advertisement
The job advertisement needs to reflect the requirements of the job and the personal
qualities needed. It can be displayed within the business premises – particularly if an
internal appointment is looked for – or in government job centers, recruitment agencies
and newspapers.
4) Drawing up a shortlist of applicants
A small number of applicants are chosen based on their application forms and personal
details, often contained in a CV
5) Selecting between the applicants
Interviews are the most common method of selection. Interviewers question the
applicant on their skills, experience and character to see if they will both perform well
and fit into the organization. Candidates are assessed according to: achievements,
intelligence, skills, interests, personal manner, physical appearance and personal
circumstances.
RECRUITMENT PROCESS ILLUSTRATED
 Business Process Design
Composition
The activities that go into recruitment are:

 Preparation of recruitment requisition

 Job Advertisement
 Assessment
 Job Interview
 Job offers
 Thank you/ appreciation

Loops and Decision Making:
In the beginning, the decisions the managers have to take depend on the job specification
and job description. The processes are sequential until we reach step 5: categorize
applications into A & B, this is where the loop starts. The manager has to decide if
applicants are sorted into category A or category B. If applications are sorted into category
B, the loops ends and they are sent a thank you letter
If they make it to group A, where they are assessed against some criteria if they pass, the
loop continues to step 6: interviews, or they are sent a thank you letter
Then the remaining candidates go for an interview where they are again assessed against
some criteria if they pass, the loop continues to step 7: the 2nd interview or they are sent a
thank you letter
The final remaining candidates go for the 2nd interview where they are assessed for some
criteria and the individuals that pass the 2nd interview get the job offer or else they are sent
a thank you letter.
 Business Process Design
Coordination
the process of organizing people or groups so that they work together properly and
well.
Coordination in business process design is of 2 types ie Parallel Coordination where
activities can take place simultaneously and Sequential Coordination where activities
can only take place one after the other

Parallel Coordination in the Recruitment Process:

In this process, the first 2 steps are parallel coordinated because, The
managers can decide what kind of roles and responsibilities the applicant
will carry out and the criteria they will use to test the applications on their
skills simultaneously.

Step 5: Group A and Step 7: Interview 1 can also be parallel coordinated if

the recruitment process was efficient, the way this would work is as soon as
applicants are sorted into group A, the management could directly start
interviewing these candidates.

Sequential Coordination in the Recruitment Process:

Step 4: Receive applications for the job:

This activity cannot be executed until the vacancy has been properly
marketed to recruit agencies and newspapers and only then can these
applications be sorted

Step 7: Interview 1, Step 9: Interview 2 and Step 11: Job offer are all
sequentially coordinated. Interview 2 is only for people who pass interview
1 and job offers are only to the candidates who successfully pass interview
1 and 2.
 Business Process Design
Complexity

The total number of loops in this process are 3 out of which 0 are nested
loops as all of the loops follow a sequential order. The whole process can
be termed as highly complex seeing how dependent all the activities are on
each other but information system can be used to reduce this complexity

This can be done through an Application Tracking System (ATS) which will
help the HR departments manage applicant’s information, resumes, job
posting, recruitment statistics and more

Another way is: An information system can review numerical data based
upon past hires, present performance and turnover data and help the
business gain superior insights into correlations that will allow them to
make better hiring decisions

Flexibility
Since recruitment is a monthly process as all employees have to give a
month’s notice before leaving. The recruitment process can be termed
as semi-flexible. The variations that can be made for this process
depends on 2 factors:
 The level of skills required in the vacancy
 The number of applicants
If the number of applicants are less like < 20 and the level of skills
required is low, then the recruitment process can be simplified to
include one interview only and job offers can be provided directly
If the number of applicants are high like > 100 But the level of skils
required is low then the recruitment process can still be simplified.
 However, if the number of applicants are high and the skill level
required is also high, then it would be very difficult to simplify the
process as all the applicants would have to go for all these
assessments to get the job offer.

Information System:
The key components of a human resource information system are:
1. Database

HRIS core offering includes a database to store employee information. HR professionals can
input all personnel data into the system which can be accessed from anywhere, round the
clock.

2. Time and Labor Management

Activities like time and labor management can highly time consuming. HRIS package allows
employees to input their own hours worked and allows managers to immediately verify
vacation requests, and the data is directly fed to the payroll. Time and labor management
also improves the HR department’s ability to track punctuality and attendance.

3. Payroll Function

Payroll function is yet another major component of a HRIS model. HR can easily download
or unload employee hours, and issue cheques or payroll deposits to employees. Salaried
employees can also be paid with substantially reduced risk of errors. The HRIS payroll
software usually improves tax compliance for locations with multiple tax levels.

4. Benefits

Some HRIS employers allow employers to establish and maintain medical benefits and
retirement investments through their software. Such applications allow employers to have
one-stop shopping experience for all their human resources data management needs. Other
HRIS packages facilitate medical benefits and retirement investment deductions for payroll
but not the establishment of those benefits.

5. Employee Interface

Most HRIS packages allow for an employee to have limited user access. Employee users
access a part of the database where they can update their personal information, review pay
scales, change retirement benefit programs, update direct deposit information or download
benefit election documents.

6. Recruitment and Retention

It is the most important components of HRIS. It goes without saying that it is the anchor of
all HR policies and systems. Finding new talent, acquiring them, keeping them engaged and
finally being able to retain them are the major task of a HR person. HR’s also have to ensure
that employees are not only able to do their work, but they are also provided with the
required training; receives proper compensation and benefits from the organization.

The impact of an HRIS to organizational performance is:

Reduce Paperwork
Companies spend upwards of $8 billion every single year to manage paper. Employees print it
and squirrel it away in filing cabinets, and then spend countless hours trying to find it again.
Your HRIS reduces the HR department’s contribution to the steadily growing pile of paper by
allowing employees to complete and store forms online.

By managing forms and other paperwork in the cloud and storing documents digitally, an HRIS
can ensure governmental compliance, improve management oversight, encourage superior
customer service, and ultimately boost your bottom line.

Ensures Greater Compliance

It’s not enough to sign and store the right paperwork. Those documents must also be completed
on time, filed with the right organizations or departments, and be readily available for
government audits or other legal matters. Because an HRIS helps you file and retrieve
documents more efficiently, you can streamline the compliance process as well. Many platforms
can also connect with insurance carriers and file legal documents within the system, keeping all
your data in a single place.

Improve Oversight
Forget hiring, training, and reviewing employees the old-fashioned way. Executives and business
owners can save countless hours by relying on an HRIS for managing the application and
interview process, setting and tracking training goals for new employees, and scheduling
reviews. The system can even be designed to stall the hiring, training or termination process if
the paperwork is not properly completed and submitted. You can also send alerts to remind
employees about actions they need to take and to notify the HR administrator if certain
conditions are not met. 
A well-designed HRIS can proactively monitor compliance with routine company policy while
requiring upper management to deal only with cases requiring their personal attention. The
system will also generate reports to demonstrate compliance, identify irregularities, and pinpoint
problems that need manager intervention.

Enhance Customer Service

Your customer service is only as good as your employees. Use your HRIS to implement and
manage a strategic onboarding and training process that gives new hires every advantage to reach
their potential. Productive, engaged employees will offer better service to your customers and
contribute to a positive brand image for your company. Your HRIS can also monitor training
activities when you introduce new procedures or equipment so that your employees stay on top
of current company processes.

Boost Productivity
New employees are usually hired to fill vacancies left by more experienced staff. When an
employee quits or is fired, the remaining staff scrambles to fill the departing employee’s shoes as
well as their own until a new team member can be hired and trained. Ultimately, morale suffers
because your employees suddenly have more work—but not more pay. An HRIS helps you
recruit, hire, and train new employees as quickly as possible so that they can effectively fill their
new roles. With better initial onboarding and continual training, you can boost employee
productivity, reduce turnover and achieve greater efficiency. And that’s good news for your
bottom line.

Done BY: Mohammed taha bbait sem III 2019