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Recruitment Module Manual A manual designed to help individuals use the Recruitment Module

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CIRRUS Manual

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Introduction

This manual seeks to outline the functionality and how to use the Recruitment module of

the Cirrus product. The Recruitment module can be used as a part of Cirrus or as a

stand-alone module.

Most of the functionality described within this manual is used by the HR or Recruitment

administrator. Certain links will also be made available to a Manager or Employee.

Setup

The setup area includes links and forms that need to be completed before the

recruitment process can begin

Recruitment Module Setup

Vacancy template

When creating recruitment requests, there are many similar fields for each vacancy. To

alleviate the workload for recruiters, the ability to create templates for vacancies has

been provided so that recruitment requests do not have to be created from scratch on

every occasion. To create and update vacancy templates within the system, click on the

Vacancy templates link on the Setup tab within the Recruitment Module.

Service providers

Vacancy Templates

Recruitment Configuration

Questionnaires

Email Configuration Word Merge Templates


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The only mandatory fields are Template ID, Status and Vacancy Name therefore only

complete the relevant fields to create the template ie do not select a position, location

and org unit if the template will be used for a number of similar positions in the company

with different values for these fields e.g. Salesperson template could be generic but the

actual position and location would be added when generating a recruitment request.

Template ID: this is a unique identifier for the template

Status: if published is flagged, the template will be available

Vacancy Name: a generic name for easy searching

Position: select the position from the pick list displayed

Location: select the location from the pick list provided

Organisation Unit: select the org unit from the pick list provided

Advertisement Defaults

Start date: enter the start date for advertising

End date: enter the end date for advertising


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Advert title: enter an appropriate title

Body of advertisement: enter advertising text

Web: RecruitmentWebAdvertisement list value

Print: RecruitmentPrintAdvertisement list value

Other: enter any additional required text

Remuneration and Benefits

Employment type: EmploymentWorkType list value

Fixed Contract End date: enter a date if contract type is Fixed Contract

Payment type: PayFrequency list value

Contract type: Emp_Contract_Type list value

Standard Hours (Shift Work Roster) WorkGroup list value

Time: RecruitmentRosterTime list value

Meal/Rest Breaks: RecruitmentRosterMealsBreaks list value


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Remuneration Details: enter informational text

Proposed Remuneration: enter proposed remuneration value

Salary Currency: System>Currency list value

Salary Cost Code: enter a relevant cost code

Transportation: RecruitmentVacancyTransportation list value

Company Vehicle: RecruitmentCompanyVehicle list value

Bonus Percentage: enter a bonus percentage if applicable

Additional Comments: enter any additional required text

Applicant Screening Setup

Assessment select the appropriate options

Questionnaires select the appropriate options

Phone Screening select the appropriate options

Interview Questionnaire select the appropriate questionnaire


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Service Providers

The ability to maintain various service providers’ information for the purposes of

recruitment is provided by CIRRUS. To update and maintain provider information, click

on the Service provider link on the Setup Tab within the Recruitment Module.

Service providers include Recruitment Agencies, Job boards, Advertising Agencies etc.

A multi-tab form will be presented for you to enter as much detail as you chose for any

given provider.

In the case of an Internet Recruitment Site such as SEEK, you will need to complete the

Integration/Posting tab in detail including your credentials to enable access to their site.

Contact Tab

Agency ID: this is a unique identifier for the provider record

Agency Name: enter the name of the provider

Type of Service Provided: RecruitmentServiceType list value


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Government ID: enter ACN/ABN

Preferred Supplier: select whether this agency is a preferred supplier of the

organisation

Contact Details: enter the contact details for this provider

Attachments: attach any templates for this provider

Detail Tab

Job Types: JobType list value

Comments: enter any additonal comments

Start Date: select the date from which this proiver may be used

End Date: select a date to indicate when to stop using this provider

Active: determined by the system based on the start and dates relevant to the

current date

Integration/Posting Tab

CIRRUS supports an integration with SEEK as the default web job site.

The SEEK integration relies on you having a Fastlane account with SEEK.


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Therefore the submission details entered on this form are those which you would use to

access the SEEK website and post job vacancies.

Submission Advertiser ID

Use Standout

Import applications from internet recruitment site

Advertiser ID

Submission User Name

Submission Password

Advertising Requests Tab

Any existing advertising service requests for this provider will be listed with an Edit link

to a further 3 tabs of information which were populated at the time the recruitment

request was generated.

This information can also be accessed via the Service/Advertising Requests link on the

Recruitment Requests tab.


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Questionnaire

CIRRUS provides the ability to Setup and manage questionnaires used during the

recruitment process. Questionnaires are used for Applicant Screening, Reference

Screening and Phone Interviews.

There may be different questionnaires for different vacancies. To maintain recruitment

questionnaires to be used in the application process, click on the Questionnaires link on

the Setup Tab within the Recruitment module.

Questionnaire ID: this is a unique identifier for the questionnaire record

Questionnaire Name: enter an appropriate name

Type: RecruitmentQuestionnaireType list value

Description: enter informational text

Assessment Pass Points: enter a numeric value

Enabled: enabled flag determines usability


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Questionnaire Opening

Start date: select a start date if applicable

End date: select an end date if applicable

Status: ensure the status is set to active

Form Layout

Subject List: enter any required information

Header: enter any required information

Footer: enter any required information

Once you have created a questionnaire record, you can add the questions through the

Edit Questions link:

You can see how the questionnaire will appear to applicants by clicking on the View

Questionnaire link.

To view the applicant responses to questionnaires, click on the Responses link.


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Recruitment Configuration

Once you have set up your vacancy templates, service providers and Questionnaires

you will be able to complete the Recruitment Configuration Tab located on the Setup

Tab of the Recruitment module.

Application Setup

The default text displayed in the Privacy Statement, Pre-screening Acknowledgement

and the Declaration Statement areas is basic HTML and can be modified to display your

company name and relevant details as required.

Select the default Standard General Questionnaire that would apply to all applicants.

Select the default Workflow Processes to be used for both Internal & External applicants

from the list provided.


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Vacancy request Setup

Select the default Workflow Process to be used for internal recruitment requests.

Set the default flag to determine whether a new positon is to be created once a request

has been approved.

Set the default flag to determine whether all approved requests are displayed on the

internal Career opportunities site.


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Report Configuration

The report Configuration gives you the option of pre-filtering the applicant records that

will be included on the various reports based on the existing vacancy and applicant

status values.

We recommend not making any selections until you are familiar with all the recruitment

reports and how you want to apply the above filters for more efficient results.


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Word Merge Templates

CIRRUS offers you the ability to upload any standard word merge templates that are

currently used in your recruitment process.

The list is pre-populated with the most common items. Use the Browse button to locate

and upload your existing word merge templates.

EC supplies a ‘standard offer letter’ template containing the available fields from the

various tables needed to be merged into your offer letter. They are visible if you hover

over each of the ‘Click to edit’ values.

We recommend you use our template as the basis and change the text to suit your

organisation, adding your logo etc to avoid merge issues ocurring.

Email Configuration

Within various sections of the recruitment process, applicants may need to be notified

via email of certain events. To update the content of the emails that are sent at these

various stages, click on the Email configuration link on the Setup tab within the

Recruitment module.

You may want to change the body of your message but it is recommended you do not

modify the merged fields in any way which are indicated by the [] brackets.


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Create a recruitment request

Human Resource users are given the ability to create and maintain requests for

recruitment functions within the organisation. Users access this tabbed wizard by

clicking on the Create a Recruitment request link on the Recruitment requests Tab in the

recruitment module.

Start Tab

Vacancy Name enter a meaningful name for later searching

Vacancy Template select a defined vacancy template to pre-populate fields

Existing Position select the position from the list

Position Details Tab


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If you had selected an existing position on the Start tab, the available details will be

displayed on this form and they can be changed or updated here. If you did not select

an existing position, you will need to complete as many of the data fields as possible.

In additon for a new position you will need to complete the following:

Position start date select the date for this position to be created

Reason Vacancy exists RecruitmentVacancyReason list value

Is the new position budgeted budget flag

Position Budget if budget flag is Yes, enter the budget value

Position Description attach a position description

Head Count enter the head count value for this position

Replacement for Enter the person’s name that is being replaced

Remuneration and Benefits

If you had selected an existing position on the Start tab, the available details will be displayed on this form and they can be changed or updated here. If you did not select an existing position, you will need to complete as many of the data fields as possible. In additon for a new position you will need to complete the following: Employment type EmploymentWorkType list value

Payment type PayFrequency list value


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Contract type Emp_Contract_Type list value

Standard hours RecruitmentRosterStandardHours table

Time RecruitmentRosterTime table

Meal/Rest breaks RecruitmentRosterMealsBreaks list value

Remuneration details enter informational text

Proposed remuneration enter numerical value

Salary currency select from the Currency table

Salary Cost code enter the salary cost code

Transportation RecruitmentVacancyTransportation list table

Company vehicle RecruitmentCompanyVehicle list value

Additional comments enter any additional comments

Advertisement Defaults

Start Date select the date to start advertising

End date select the date to stop advertising


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Advert title enter the Advertising title text

Body of Advertisement enter the text required to be displayed in any advertisement

Web flag any defined web service providers to be used for this request

Print flag any defined print service providers to be used for this request

Other enter any other notes, instructions that might apply to this request

Applicant Screening Setup

Assessments: Flag any of the listed assessments that are required for this request

Questionnaires: Select the appropriate questionnaires to be used for this request

Phone Screening: Flag whether phone screening will be used and if so, select the

phone screening questionnaire

Interview Questionnaire: attach the appropriate interview questionnaire for this

request


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Recruitment Requests

Once the recruitment request has been approved, a Service/Advertising request will

need to be generated for each of the chosen advertising providers required for this

approved recruitment request.

Within CIRRUS, the default expectation is that any vacancy will be advertised through

SEEK as the default external provider.

SEEK export

Please refer to the separate SEEK Jobsite Manual for full instructions.

The Recruitment Requests report displays all the requests with their current status. Once

a recruitment request has been approved the vacancy status will be displayed as

approved. To start the recruitment process, you must first change the status to ‘Open’

through the Edit function.

The Position Details and Remuneration Details will be pre-populated with the data

entered through the Recruitment Request but may also be updated here.

There are also 2 flags which can be set to Post Vacancy Internally and also Post Vacancy

Externally depending on the requirements.

The 2 additional tabs contain the advertising details to be used and the applicant

screening processes to be used for this particular recruitment request.

Once in Edit mode you will be able to complete the advertising requirements as the next

step if a vacancy template was not used when the recruitment request was generated,

including nominating the date this vacancy will be made available on the internal job

board and/or the external provider.

If additional service providers are to be recorded, then separate Service/Advertising

requests will need to be generated.


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Applicants

Applicant Dashboard

This report displays a list of all current applicants and includes the assessment status

and a number of indicators to easily determine where they are in the recruitment

process.

The various assessment status indicators include:

New Applicant

Reviewed

Screening

Short List

Reference

Interview

Offer

Successful Applicant

Talent Pool

Declined Offer

Unsuccessful


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Alert List

Withdrawn

Add External Applicant

This link displays a list of all currently defined vacancies where the recruitment request

status = Open and the Job Advertisement Start date is less than today.

Click on the View Job icon to see the details and be able to access the Add External

Applicant link to manually enter the details for an applicant to apply for the selected

position.

The Add External Applicant is a 6 page wizard enabling the user to enter all the relevant

information for a given applicant, including the uploading of resumes, references, and

educational qualifications etc as soft copies.

Application Bulk Assessment

This report is useful to view and/or change the status on any number of Applicants at

the same time.

Interviews


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This report will enable the Hiring Manager and the HR User to view ALL Applicants by

Vacancy who have been assigned an Interview Schedule

Please note only 1 phone screen record is allowed per applicant, but any number of

interview records can be held.

Interview Calendar

View Scheduled Interviews in a Calendar View

Click on the entry to display the details of the interview.

Interview Calendar by Recruitment Advisor

View scheduled Interviews grouped by Recruitment Advisor

References

This report will enable the Hiring Manager and the HR User to view ALL Applicants by

Vacancy who have been assigned Reference Details


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Pre-Offer Checklist

This report will enable the HR User to view and Edit the Recruitment Checklist for ALL

Applicants by Vacancy. This report is displayed with stop lights indicating whether

information is held in various areas and the ability to click on a stop light and open the

relevant forms to update the information.

There is also an Edit Offer link available which will open an Applicant Offer form with two

tabs and is based on the selection of an Offer Template. The first tab contains

information relating to the vacancy and allows entry of additional information relating to

the offer. The 2nd tab contains more information related to this vacancy. After creating

the offer record, you will also need to update the Assessment Status to Offer.

Post-Offer Checklist

This report will enable the HR User to view and Edit the Post Offer Recruitment Checklist

for ALL Offered Applicants by Vacancy. A Details/Edit link will display the Post Offer

Recruitment Checklist.

Use the Take On Applicant icon to convert the applicant to an employee within the

system. All information previously entered will be transferred.

The New Employee Tabbed form will be displayed to enable the addition of any

additional information.

Offers

This report shows all offers that have been made to applicants and the status of those

offers with a link to enable updating of the status, a link to the original application and a

link to view any offers made to the applicant.


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If you have defined a Letter of Offer template type in the Word Merge section of the

Recruitment Setup, it will appear in the Word Merge list to be used with any selected

applicant or group of applicants.

Once you have completed the merged template, you can use the Send function for

delivery of the offer to the applicant.

New Starters

This report shows all new Starter Requests for successful applicants and the status of

those requests

All Applicant Report

This report displays all applicants that have been recorded within the system and

includes an edit link to the tabbed application form as well as having the last activity

date and status being displayed.

Duplicate Referrals

Resume Search

This report gives you the ability to search the applicant or employee database resume

records for key words.


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Management

The Management section of the Recruitment module includes a number of reports to

give you an overview of vacancies and applicants to better manage the recruitment

process.

They include:

Active Positions – including the occupancy status and the ability to create a recruitment

request

Internal Career Opportunities – a listing of all vacancies that have been flagged to be

displayed internally

Internal Referrals – a listing of any internal referrals

Unsuccessful Applicants – a listing of all applicants with a status of ‘Unsuccessful’ with

the ability to Edit the record.

Talent Pool – a listing of all applicants with a status of ‘Talent Pool’ with the ability to Edit

the record.

Applicant Documents – a listing of all documents held in the system relating to each

applicant with a link to open the item to view.

Applicant Vacancy Transfer – a listing of applicants with a link to transfer their

application to a different vacancy or be added to a new vacancy.
