Recruitment and
Selection Process Bizagi Suite
Copyright © 2016 | Bizagi
Copyright © 2016 | Bizagi Confidential
Recruitment and Selection | 1
Table of Contents
Recruitment and Selection Process .......................................................................................... 3
Process Elements ....................................................................................................................... 5
Recruitment Requisition .................................................................................................. 5
Job Description Exist? ....................................................................................................... 6
Create Job Description ..................................................................................................... 7
Requisition Needs Approval? ......................................................................................... 9
Approve Request ............................................................................................................... 9
Requisition Approved? ....................................................................................................10
Job Vacancy Advertisement ..........................................................................................10
Selection Process .............................................................................................................. 11
New candidates required? ............................................................................................ 11
Inform About Rejection .................................................................................................. 11
Onboarding ........................................................................................................................12
Job Vacancy Advertisement .......................................................................................................13
Process Elements ..................................................................................................................... 14
Job Vacancy Advertisement ......................................................................................... 14
Internal or External? .........................................................................................................16
Internal Advertisement Publication .............................................................................16
External Advertisement Publication ............................................................................ 17
Wait for Closing Date ......................................................................................................18
Receive CVs ........................................................................................................................18
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Select Initial Candidates to Evaluate ...........................................................................19
Need changes in the search criteria .......................................................................... 22
Selection Process .......................................................................................................................... 23
Process Elements ..................................................................................................................... 24
Psycho technical Test Scheduling ............................................................................... 24
Enter Test Result .............................................................................................................. 26
Interview Scheduling ...................................................................................................... 28
Inform about Interview Scheduling ...........................................................................31
Enter Interview Results ................................................................................................... 32
Other Interview? ............................................................................................................... 34
Checking References ...................................................................................................... 34
References ok? ................................................................................................................. 35
Select Candidates ............................................................................................................ 36
Candidate Selected? ....................................................................................................... 37
Offer Salary Negotiation ............................................................................................... 38
Offer Accepted? ............................................................................................................... 39
Medical Examination ...................................................................................................... 39
Medical Examination ok? .............................................................................................. 41
Inform About Decision ................................................................................................... 41
Select Process Details ..................................................................................................... 41
Performers ...................................................................................................................................... 43
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Recruitment and Selection | 3
Recruitment and Selection Process
Description
The successful companies are those that are able to find, attract and keep the best
people on the market. Having the best qualified staff results in an increase in
productivity, but find those people is not an easy task.
The Human Resources Area needs to carry out different activities in order to find a
person with the skills, abilities, experience and knowledge to fill a vacancy. This
process is usually time-consuming whereby a lot of manual work is required and it
is necessary to coordinate many people in the different stages of the process.
Bizagi offers a new template Recruitment and Selection Process to assist companies
in this process.
The Recruitment and Selection Process automates and reduces the timescale in
actions such as scheduling and collecting the results of psych technical tests, assigns
interviews, updating the list of candidates, etc.
Finally provides the possibility of controlling and monitoring the performance of the
process, through indicators that can be created using Query Forms and Bizagi’s
tools like BAM.
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Objectives
The process covers:
Requesting a person with certain skills and abilities to fill a vacancy.
Advertising the vacancy internal and external.
Scheduling psych technical test, interviews, medical exams, etc.
Collecting result of test and interviews.
Updating the candidate list.
Automation Scope
Bizagi´s Recruitment and Selection Process is designed to fill an open vacancy. The
process begins when a Requester opens a recruitment requisition until a person is
chosen.
Process owner
Human Resources
Global Forms
Name: Global_Form
Prototype:
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Process Elements
Recruitment Requisition
Description
The process begins when a person in a department needs to fill a vacancy. It is
necessary to include the skills, abilities, experience and knowledge needed in the
candidate. Also a brief job description is required.
Performers
Requester
Activities
Type Description
On Enter Set Case Creator and date as today
On Exit Check whether the job description exists.
Allocations
Condition Description
Case Creator The case must be opened by a person how
needs to fill a vacancy.
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Forms
Name: frm_Recruitment_Requisition
Description: Principal Activity Form
Prototype:
Form behaviour
The form includes a combo, if the job description exists; the information related to
it is update.
Duration
3 hours
Job Description Exist?
Description
The human resources area uses the job description to find the most appropriate
person to fill the vacancy because this document provides relevant information
about the position. The job description includes the general task, functions,
responsibilities, position reports. Also the skills and the knowledge needed, salary
range, benefits, etc.
Gateways
NO: If the job description does not exist, an analyst of human resources
department creates it.
YES: If the job description exists the process continues to the next gateway.
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Create Job Description
Description
If the vacancy does not have a job description, an analyst of human resources must
create it.
The job description includes the general task, functions, responsibilities, skills and
knowledge of the position. Also the salary range and benefits are included. A job
description is a very important document, it is not only use to the recruitment and
selection process, also helps in training and development programs, establish job
performance standards and benchmarking your organization´s jobs to name a few.
Performers
Human Resources Analyst
Activities
Type Description
On Enter Set Job Description Creator and Date
attributes as Current Assign and Today’s
Allocations
Condition Description
Analyst of Human Resources
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Forms
Name: frm_Create_Job_Description
Description: Principal Activity Form
Prototype:
Forms behaviors
All the renders are required
Duration
1 day
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Requisition Needs Approval?
Description
If the requester does not have level of authority to request a vacancy his or her boss
must approve the requisition.
Gateway
YES: If the requisition needs approval, the process continues to the Approve
Request task.
NO: If the requisition does not need approval, the process continues to the
Job Vacancy advertisement sub process.
Approve Request
Description
The Requester’s Boss approve the requisition; the task is performed only if the
requester does not have the correct authority level.
Performers
Requester's boss
Allocations
Condition Description
Requester´s Boss It is necessary to evaluate the authority level of
the requester and his or her boss.
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Forms
Name: frm_Approve_Request
Description: Principal Activity Form
Prototype:
Requisition Approved?
Description
The gateway evaluates if the requisition was approved.
Gateway
NO: If the manager rejects the requisition, the process continues to the task
Inform About Rejection task.
YES: If the manager approves the requisition, the process continues to the
Advertisement sub process.
Job Vacancy Advertisement
Description
The Human Resources area must arrange and place the advertisements in an
appropriate medium. The advertisements can be placed internal or externally, the
template gives the flexibility to choose between it.
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Selection Process
Description
The selection process evaluates possible candidates for a vacancy, the sub process
includes test and interview scheduling, enter their results and select the person.
New candidates required?
Description
The gateway validates if new candidates are required
Gateways
YES: If new candidates are required, the process returns to the Job
Vacancy Advertisement sub process.
NO: If new candidates are not required the sub process ends.
Inform About Rejection
Description
If the Requester´s Boss rejects the requisition, the person who made it must be
informed.
Notifications
Description Recipients Email subject Email body
Inform about
the rejection
Requester Requisition
Rejection
Good day
The case <CaseNumber> to fill the
<Recruitment.Title> vacancy was
rejected because
<Recruitment.ApprovalComments
>
Best regards
Human Resources Team
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Onboarding
Description
The entry of new employees into a company is usually time-consuming entailing a
lot of manual work and it is necessary to coordinate many people in the different
stages of the process. For this reason, delays often occur in the starting date or in
the allocation of a workstation. The Onboarding sub process assists companies in
this process. Onboarding focuses on how to integrate new employees into the
organization, prepare them to execute their functions properly and to quickly
become productive members of the organization.
For more information, visit our Process Central.
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Job Vacancy Advertisement
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Process Elements
Job Vacancy Advertisement
Description
It is necessary to create an appropriate strategy to find the potential candidates. It
is possible to choose between an internal or external advertisement. The ad must
be created and published in the chosen media.
It is important to remember that when the advertising is planned it is necessary to
consider the type of position as well as the intended audience and applicant pool.
Performers
Human Resources Analyst
Allocations
Condition Description
Human Resources Analyst The person is chosen by load.
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Forms
Name: frm_Position_Advertisement
Description: Principal Activity Form
Prototype:
Forms behaviors
All the renders are required
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Internal or External?
Description
The gateway validates if the advertisement is internal or external, this decision is
made by the human resources area depending on the needs y/o policies of the
company.
Gateways
INTERNAL: If the advertisement is internal, the process continues to the
Internal Advertisements Description task.
EXTERNAL: If the advertisement is external, the process continues to the
External Advertisements Description task.
Internal Advertisement Publication
Description
Publish the internal advertisement publication throughout the company.
Notifications
Description Recipients Email subject Email body
All company Internal
Advertisement
Publication
Good day
The following
<Recruitment.Title> vacancy is
open
Description:
<Recruitment.JobAdvertisement.
JobDescription
Location:
<Recruitment.JobAdvertisement.
Location>
Ideal Candidate:
<Recruitment.JobAdvertisement.
IdealCandidate>
If you are interested in
participating in the selection
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process please send your CV to
<Recruitment.JobAdvertisement.
ContactDetails>
Thank you
Humans Resources Team
External Advertisement Publication
Description
Notify the company that will publish the ad.
Notifications
Description Recipients Email subject Email body
Descriptions of
the ad of the
advertisement.
Medium
chosen for
the
publication
External
Advertisements
Publication
Good day
Our company is looking for
candidates in order to fill the
<Recruitment.Title> vacancy.
It is necessary to publish the
following ad:
<Recruitment.JobAdvertisement.
JobTitle>
<Recruitment.JobAdvertisement.
CompanyDescription> seeks a
candidate to
<Recruitment.JobAdvertisement.
JobDescription> to work at
<Recruitment.JobAdvertisement.
Location>
The candidates need
<Recruitment.JobAdvertisement.
IdealCandidate>.
The positions above, offer a
<Recruitment.JobAdvertisement.
SalaryGuide> salary.
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To apply, send cover letter and
resume to
<Recruitment.JobAdvertisement.
ContactDetails> before
<Recruitment.JobAdvertisement.
ClosingDate>
Thank you
Human Resources Team
Wait for Closing Date
Description
Wait until the closing date to choose between the curriculums vital received.
Receive CVs
Description
If the process can continue with the candidates received before the closing date,
the event is performed.
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Forms
Name: Principal Form Event
Prototype:
Select Initial Candidates to Evaluate
Description
Choose the people that are going to start the selection process. The candidate’s
information must to be included, such as name, contact information and the
curriculum vital file.
Performers
Human Resources Analyst
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Activities
Type Description
On Exit Validate the number of candidates that begin
the process
Allocations
Condition Description
Human Resources Analyst The person is chosen by load.
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Forms
Name: Principal Activity Form
Prototype:
Forms behaviours
It is necessary to validate the number of candidates included.
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Need changes in the search criteria
Description
The gateway checks, if there are enough candidates to start the process.
Gateways
NO: If there are not enough candidates to start the selection process, the
process returns to the Position Advertisement activity, where it is possible to
change the search criteria.
YES: If the process can continue with the candidates received, the process
continues to the Selection Process sub process.
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Selection Process
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Process Elements
Psycho technical Test Scheduling
Description
The Human resources analyst schedules the various test needed to select the
candidate. The date and the location must be included for each candidate
Performers
Human Resources Analyst
Activities
Type Description
On Exit Validate that at least one test are included to
each candidate
Allocations
Condition Description
Human Resources Analyst The task is assigned by load
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Forms
1. Name: frm_Psychotechnical_Test_Scheduling
Description: Principal Activity Form
Prototype:
2. Name: Form_Add_Test
Description: Form to include a test
Prototype:
Forms behaviors
The form includes a link to the complete job description
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Notifications
Description Recipients Email subject Email body
Inform about
the test
scheduling
Candidates Test Scheduling Dear
Mr/Ms <Candidates.Name>
<Candidates.LastName>
In order to continue with the
selection process for
<Candidates.Recruitment.Title>
it is necessary for you to
undertake following test:
<Test.Name>, please reports to
<Location> on
<ApplicationDate>.
Yours sincerely
Human Resources Team
Enter Test Result
Description
The result of each test is included, after all the candidates have completed it. The
analyst must decide which of the candidates will continue to the next step
depending on the results.
Performers
Human Resources Analyst
Activities
Type Description
On Exit Validate to test each candidate has taken the
test ant that the results have been entered.
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Allocations
Condition Description
Human Resources Analyst The task is assigned by load
Forms
1. Name: frm_Entry_Test_Result
Description: Principal Activity Form
Prototype:
2. Name: FrmGridAddRecruitmentAndSelectionT
Description: Form to include the test result.
Prototype:
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Forms behaviors
The form includes a link to the complete job description
Interview Scheduling
Description
The analyst schedules the interview, it is necessary to include the date, location and
the person who will conduct the interview.
Depending on the result, a candidate may be eliminating after the interview.
Activities
Type Description
On Enter
1. Set the render other interview needed in null
2. Count the number of interviews included for
each candidate
On Exit
1. Validate that an interview is included for
each candidate selected.
2. Validate the number of candidates selected.
Allocations
Condition Description
Human Resources Analyst The task is assigned by load
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Forms
1. Name: frm_Scheduling_Interview_
Description: Principal Activity Form
Prototype:
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2. Name: Edit_candidate_form
Description: Form to edit a candidate in order to include a new interview.
Prototype:
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3. Name: FrmGridAddInterviews
Description: Form to add an interview
Prototype:
Forms behaviors
The form includes a link to The Complete Job Description.
The candidates grid includes a filter, only the selected candidates are shown.
Inform about Interview Scheduling
Description
The candidate and the interviewer are informed about date and location of the
interview.
Notifications
Description Recipients Email subject Email body
Inform about the
interview
scheduling
Candidates,
Interviewer
Inform Interview
Scheduling
Dear Mr/Ms<LastName>
In order to continue with the
selection process of
<Recruitment.Title> the
following interview has been
scheduled.
Interview Table
Sincerely,
Human Resources Team
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Enter Interview Results
Description
The persons how conducted the interview must include the result, and made
comments about it. He or she must indicate if the candidate does not continue to
the process.
Performers
Interviewer
Activities
Type Description
On Exit
1. Set the render Interview performed to true
2. Validate the entry of the results for each
scheduled interview
Allocations
Condition Description
Interviewer The performer is the person who conduct the
interview.
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Forms
Name: frm_Entry_Interview_Results
Description: Principal Activity Form
Prototype:
2. Name: Edit_InterviewResults
Description: Form to include the interview results.
Prototype:
Forms behaviors
The form includes a link to The Complete Job Description
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Other Interview?
Description
The number of the interviews depends on the level of importance of the position.
The gateway validates if there is necessary to arrange another interview
Gateways
YES: If the candidates need another interview the process returns to the
Scheduling Interview task.
NO: If the candidate does not need another interview the process continues
to next task, Verify References.
Checking References
Description
The references need to be checked in order to get more information about the
candidate and verify data provided by him or her. After checking the references,
the candidate can be eliminated from the process.
Performers
Human Resources Analyst
Activities
Type Description
On Exit
1. Validate the number of candidates selected,
it is necessary to include at least the number
of vacancies to fill required.
2. Validate that the selected candidates have a
good references.
Allocations
Condition Description
Human Resources Analyst The task is assigned by load
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Forms
Name: frm_Cheking_References
Description: Principal Activity Form
Prototype:
Forms behaviors
The form includes a link to The Complete Job Description
The candidates grid includes a filter, only the selected candidates are shown
References ok?
Description
The gateway validates results of the references.
Gateways
NO: If the references have any problem or the process needs other
candidate, the process continues to the Select Process Details activity.
YES: If the candidate or candidates can continue the process, it continues to
the next task, select candidates.
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Select Candidates
Description
The person who created the case must select the final candidate.
Activities
Type Description
On Exit 1. Validate the number of candidates selected.
2. Create a Letter with the salary offer.
Allocations
Condition Description
Requester The task is performed by the case creator.
Forms
Name: frm_Select_Candidates
Description: Principal Activity Form
Prototype:
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Forms behaviors
The form includes a link to The Complete Job Description.
The candidates grid includes a filter, only the selected candidates are shown.
Notifications
Description Recipients Email subject Email body
Inform about
the salary offer
Candidate and
Requester
Salary Offer Dear Mr/Ms <LastName>
<Recruitment.Companyname>
is pleased to offer you the
position as <Recruitment.Title>
at
<Recruitment.Area.areaName>
area.
<JobOffertLetter>
Sincerely,
Human Resources Team
Candidate Selected?
Description
The gateway validates if the process can continue with the candidates selected.
Gateways
NO: If the process needs new candidates the process returns to the Selection
Process Details.
YES: If new candidates are not needed, the process continues to the Offer
Salary Negotiation.
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Offer Salary Negotiation
Description
It is necessary to present a salary offer to the selected candidates, during this task
the candidates and the Human Resource analyst must agree in the salary offer.
Activities
Type Description
On Exit Validate the number of candidates selected
Allocations
Condition Description
Human Resources Analyst The task is assigned by load
Forms
Name: frm_Offer_Salary_Negotiation
Description: Principal Activity Form
Prototype:
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Forms behaviors
The form includes a link to The Complete Job Description.
The candidates grid includes a filter, only the selected candidates are shown.
Offer Accepted?
Description
The gateway validates if the candidate accepts or rejects the offer.
Gateways
NO: If the offer is rejected, the process continues to the Select Process Details
task.
YES: If the offer is accepted, the process continues to the Medical
Examination task
Medical Examination
Description
The candidate is sent for a physical examination. The examination is to determinate
if the candidate is physically fit to perform the job. The result must be included.
Performers
Doctor
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Activities
Type Description
On Exit Validate that the exam results have been
included for each candidate.
Allocations
Condition Description
Doctor or Human Resources
Analyst
The task is performed by a Doctor, but the
results can be included by the Doctor or the
Human Resources Analyst
Forms
Name: frm_Medical_Examination
Description: Principal Activity Form
Prototype:
Forms behaviors
The candidates grid includes a filter, only the selected candidates are shown
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Medical Examination ok?
Description
he gateway validates if the process can continue with the candidates selected.
Gateways
NO: If the candidate is not physically fit to perform the job, the candidate is
rejected and the process returns to the Select Process Details task.
YES: If the candidates passed the physical examination, the process continues
to the next task.
Inform About Decision
Description
Inform about the final decision
Notifications
Description Recipients Email subject Email body
Inform about
New employees
Requester New Employees
Dear
<Recruitment.Requester>
The following people
were selected for the
position of
<Recruitment.Title>
Candidates Table
Sincerely,
Human Resources
Select Process Details
Description
During A Selection Process it is possible to need more candidates, if at any point
during the process this happens, this activity is performed. The Human Resources
Analyst decides what to do.
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Allocations
Condition Description
Human Resources Analyst The task is assigned by load.
Forms
Name: frm_Selection_Process_Details
Description: Principal Activity Form
Prototype:
Forms behaviors
The form includes a link to The Complete Job Description.
All the candidates included in the beginning are shown
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Performers
Human Resources Analyst (Role)
The persons who belongs Human Resources area, he or she must lead the selection
process.
Requester (Role)
The person who makes the personnel requisition.
Doctor (Role)
The person who makes the physical exam of the selected candidates.
Interviewer (Role)
The persons who conduct an interview, in the process several people are
interviewed.