Summary

Applicant Maintenance is used to set up existing and potential employees for the applicant screening process. While current employees that are being considered for a new position already exist in the database, external applicants will only display in the Applicant Maintenance window. Many of the details on this window will be entered by the applicant through the Applicant Tracking online application. These external applicants will not be added to the Payroll or Human Resource Employee Maintenance windows until they are hired and processed as new employees.

In order to fully utilize the HR Applicant Screening process, relevant qualifications should be assigned to all considered applicants. Qualifications are established by creating general qualification Types and specific qualification Type Codes and those qualifications are then attached to Positions. When applicants are processed, they can be ranked by how well their qualifications match up with the position qualifications.

Step by Step

1     Filter the existing applicants.

• Open the Select Applicants window (HR> Maintenance> Applicant).
• The Select Applicants window will display all of the existing applicants in the system.
  • Enter any desired applicant details in the Search Criteria section and click the Refresh icon   to filter the applicants displayed below.
• Highlight an applicant and press ENTER or click the Modify icon to modify or view the selected applicant.
• Press INSERT or click the Create icon to create a new applicant. This will open the Applicant Maintenance window.

2     Create or modify an applicant.

• The Applicant Maintenance window consists of a series of tabs.
• Complete the General tab with the applicant information. Only the Last Name, First Name and Email fields are required.
• Click the Display Application Answers icon to launch the Applicant Answers window.
  • This window displays any answers that the applicant provided when applying for a position through the Applicant Tracking online application.
  • You can use the Search Criteria section to filter the answers the applicant provided.
• Click the Attachments icon to launch the Attachments Maintenance window.
  • This window is used to attach documents to the applicant record.
  • If the applicant uploaded a résumé or cover letter, it will appear in this window.

3     Review the Résumé tab.

• The Résumé tab displays the résumé and cover letter text entered on the Résumé page of the Applicant Tracking online application.

4     Open the Career Info tab.

• The Career Info tab displays all of the details the applicant entered on the Awards, Certifications, Education, References, Skills and Work History pages of the Applicant Tracking online application.
  • Click the Expand button to display the details associated with a specific line item.
• Highlight a line item and click the Delete icon to remove the item from the tab.
• Highlight a line item and click the Edit icon   to modify the selected item.
• Click the Create icon drop-down menu and select a career info item. This will open the maintenance window for the selected career info item.
  • Enter the desired career info item details and click the Save icon to add the details to the applicant record.

5     Open the History tab.

• The History tab is used to track transactions associated with the applicant record. This information includes the type of transaction and the Springbrook user that processed the transaction.

6     Open the Comments tab.

• The Comments tab allows you to add comments to the applicant.
• Highlight an existing comment and click the Delete icon   to remove the comment from the applicant record.
• Click the Create icon to add a comment to the tab.
  • This will add a comment line item to the Comments section and enable the Maintenance section below.
• The Job Posting field will automatically populate if the comment was added to the applicant record from the Applicant Screening process (HR> Applicant Screening> Applicants or Review> Comment icon  ).
  • This field will display the position control point and position information of the position the applicant is applying for.
  • When adding a comment through the Applicant Maintenance window, the Job Posting field will remain blank.
    • Comments added on this window will not be displayed when the applicant is added to an applicant screening batch. Only comments added from within the applicant screening process will be displayed.
• Enter a Subject for the comment. The subject should help another user quickly recognize what the comment is about.
  • This field is limited to 128 characters.
• Enter the Comment.
  • This field is limited to 1024 characters.

7     Open the optional HR Types tabs.

• The HR Types tabs are used to associate a user-specified set of characteristics and qualifications with the applicant.
• These characteristics and qualifications are based on HR Types and HR Type Codes.
  • HR Type tabs correspond to custom tabs on the HR Employee Maintenance window. These tabs are used to display characteristics such as awards, work experience, or disciplinary actions associated with the employee.
    • Types are created on the Type Maintenance window (HR> Maintenance> Type).
  • HR Type Codes are the specific qualification items that are added to each of these tabs. For example, you could create a Skills Type and then create Customer Service, Word Processing, Data Entry, and Software Experience Type Codes. This will allow you to establish minimum skills requirements that can then be attached to various positions.
    • Type Codes are created on the Type Code Maintenance window (HR> Maintenance> Type Code).
• Click the Create icon to add a Type Code to the active Type tab.
  • This will add a line item to the left section of the tab and enable the type code detail fields on the right. These fields are determined by how the type code is set up.
  • Use the Rating field to rate the applicant's ability in the selected qualification. This rating can then be compared to the weighted importance of the qualification on the position being filled. For example, if you are filling a position that requires heavy data entry, an applicant with a higher data entry rating will have a higher score in the applicant screening process.
• Highlight an existing type code and click the Delete icon   to remove the type code from the applicant record.
• Currently, the Applicant Screening process does not consider these qualifications when comparing applicants. This functionality will be implemented in a future Version 7 release. These type codes can, however, be used when manually reviewing and comparing applicants for a position.
• Click the Save icon when complete to save the applicant record.
• The new applicant can now be included in the Select Applicant step of the Applicant Screening process.

8     Track any changes made to the applicant record.

• Click the Audit Trail icon to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit history.
• The Audit Trail section will provide details about any changes made to the applicant record including the date of the change, type of change made, user that made the change, and data table that was edited.