Recruitment solutions

REQUIREMENT SPECIFICATION FOR WEB-BASED RECRUITMENT PORTAL 1. Functional Requirements 1.1 User Management • Admin Users: Manage job postings, track applications, approve name revelation, and finalize selection. • Recruiters: Review applications, shortlist candidates, and schedule interviews. • Hiring Managers: Approve shortlisted candidates, participate in interviews, and make final hiring decisions. • Candidates: Register, apply for jobs, and track application status. • System Users: Role-based permissions ensure security and controlled access. 1.2 Job Posting & Vacancy Management • HR can create, edit, and delete job vacancies. • Each job is assigned a unique job reference ID. • Jobs are posted on the career page and external job boards. • Automated email and SMS notifications for job postings. 1.3 Candidate Registration & Profile Management • Candidates register with email and password. • Profile includes: o Personal details (hidden during shortlisting). o Upload of resume (Word/PDF). o Work experience, education, certifications. o Skills and preferred job categories. o Internal/External candidate classification. 1.4 Application Management • Candidates can apply for multiple positions. • Application status: Received, Under Review, Shortlisted, Rejected, Interview Scheduled, Hired. • Each application is assigned a unique index number instead of a name during shortlisting. • Internal candidates' long list is considered first. • If no internal candidate is selected, the long list of external candidates is considered. 1.5 Resume Parsing & Automated Ranking • The system automatically extracts key details from resumes. • Candidates are ranked based on matching criteria (experience, skills, education). • Duplicate applications are detected to avoid multiple entries. 1.6 Shortlisting & Name Revelation Process • Shortlisting Stage: o Recruiters shortlist candidates based on objective criteria (experience, test scores, AI-based ranking). o Candidates remain identified only by index numbers. o Internal candidates' applications are reviewed first. o If no internal candidate is selected, external candidates are reviewed. • Name Revelation at Interview Stage: o Once candidates are shortlisted for an interview, their names are revealed. o The system requires HR/Admin approval before revealing names. o An audit log records the approval (who, when, and why). o Interview invitations are sent with actual candidate names. 1.7 Interview Scheduling & Management • Interview Scoring System: o Interview panel members score candidates based on predefined criteria (e.g., technical skills, behavioral skills, cultural fit). o HR defines the scoring criteria and weighting for each role. o Score Scale: 1-5 (Poor to Excellent) or 1-10 scale. o If a score is significantly different from the others (e.g., more than 2 points from the mean), the system will prompt the interviewer to provide an explanation for the discrepancy. o Example:  Interviewer 1 gives a score of 3 (average), Interviewer 2 gives a score of 5 (high), and Interviewer 3 gives a score of 1 (low).  The system will ask Interviewer 3 to explain why they gave a lower score. o After scoring and explanations, HR/Admin will approve the final scores. • Interviews are scheduled only for revealed candidates. • Invitations are sent via email/SMS with time and venue/virtual link. • Integration with Microsoft Teams, Zoom, Google Meet for virtual interviews. • Hiring Managers can rate candidates post-interview. 1.8 Offer Management & Onboarding • HR can generate and send offer letters to selected candidates. • Candidates can accept/reject offers through the portal. • Hired candidates' data is exported to SAP HCM for onboarding. 2. Security & Compliance Features • Role-Based Access Control (RBAC): Only HR/Admin can reveal names. • Audit Logging: Tracks who accessed names and when. • Data Encryption (SSL/TLS): Ensures privacy and security. • GDPR & Data Protection Compliance. • Audit Window: A time-bound period for reviewing and auditing all system actions related to recruitment, ensuring transparency and preventing manipulation. 3. Reporting & Dashboard 3.1 Filtered Reports by Position • Recruiters and Hiring Managers can generate reports filtered by: o Job Title o Department o Application Status (e.g., Shortlisted, Interviewed, Hired) o Experience Level o Skills Match Percentage o Internal vs External Candidate Status 3.2 Example Reports Before & After Name Revelation Before Name Revelation (Shortlisting Stage): Index No. Internal/External Experience Skills Match (%) Status Index-0001 Internal 5 years 90% Shortlisted Index-0002 Internal 7 years 95% Shortlisted Index-0003 External 3 years 80% Rejected After Name Revelation (Interview Invitation Stage): Index No. Name Internal/External Experience Interview Date Status Index-0001 John Doe Internal 5 years 2025-03-10 Interview Scheduled Index-0002 Sarah Ali Internal 7 years 2025-03-11 Interview Scheduled 4. System Workflow 1. Job Posting → Candidates apply → Applications stored with index numbers only. 2. Internal Candidates Reviewed First → If no selection, external candidates are considered. 3. Recruiters view long list → Candidates are displayed as Index-0001, Index-0002, etc. 4. Shortlisting & Name Revelation → HR/Admin approval required before revealing names. 5. Interviews Scheduled → Only shortlisted candidates' names are revealed. 6. Audit Window for Review → Any action taken can be audited before final decisions. 7. Final Hiring Decision Made → Offer letters sent, data exported to SAP HCM. 5. Database Design (Key Tables) Scoring Criteria & Rating • HR defines the scoring criteria for each position. • Scoring categories could include: o Technical Skills (e.g., 40% weight) o Behavioral Skills (e.g., 30% weight) o Leadership (e.g., 15% weight) o Cultural Fit (e.g., 15% weight) • Rating Scale: 1-5 or 1-10. • If a score deviates by more than 2 points from the mean, the interviewer is prompted to provide a justification for their rating. • HR/Admin reviews and approves the final scores.

Project ID: 39176676