Maintain Applicant Information
|
|
|
|
The “Application Information” activity enables you to create applicant id, personal details, contact details, qualification details, employment details, family details, insurance details and CTC details of the applicant. An applicant is hired against a vacancy in a specific company. Every new recruit through a staffing company requires an applicant file to be maintained. When the recruit joins the organization, he will be assigned a unique alphanumeric identifier. In addition to this the nature of employment, family details, contact details and so on will be specified while creating the applicant file. The Applicant ID is generated and the information can be stored in bulk. The details are stored against the client and service location, as per the user rights defined in the screen.
Select the “Applicant Information” activity under the “Applicant Management”.
The “Maintain Applicant Information” page appears.
Enter the following field details in the header:
Client Code |
From the drop-down list box, select the code of the client. |
The system displays the following in the header:
Client Name |
The name of the client. |
Service Location |
The service location of the client. |
Enter the following field details under "Show Details" in the header:
New Joiner Type |
From the drop-down list box, select the type of new joiner. The combo is loaded with the values “Sourcing” and “Transfer”. The system displays “Select” by default on launch of the page. |
Show Only |
From the drop-down list box, select the required option. The combo is loaded with the values “Applicants without Applicant ID” and “Applicants with Applicant ID”. The system displays “Applicant without Applicant ID” by default on launch of the page. |
Note:
1. Sourcing (“New Joiner Type” field) – Applicant with Applicant ID (“Show Only” field): Fetches data from external source which has applicant id
2. Sourcing – Applicant without Applicant ID: Fetches data from external source which does not have applicant id
3. Transfer – Applicant with Applicant ID: Fetches the applicant information which has applicant id
4. Transfer – Applicant without Applicant ID: Fetches the applicant information which does not have applicant id
The “Maintain Applicant Information” page consists of the following tabs.
The “Create Applicant ID” tab enables you to automatically generate the Applicant Code and Applicant ID which is a unique identifier for an applicant. You are also allowed to store mandatory fields like Gender, Date of Birth, PAN Number, Passport Number and Applicant’s payment method in bulk. Additionally, the identification information must be recorded and hence you can also store information like Previous ESI Number, National ID, Unique ID Number, Check Printing Location and so on.
The system displays the following in the “Create Applicant ID” multiline:
ATS ID |
The ATS ID of the applicant. |
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
Enter the following field details in the “Create Applicant ID” multiline:
Previous Employee Code |
The previous employee code of the applicant. |
Title |
From the drop-down list box, select the required title. The combo is loaded with various titles for you to choose. |
First Name |
The first name of the applicant. Mandatory. |
Middle Name |
The middle name of the applicant. |
Last Name |
The last name of the applicant. |
Gender |
From the drop-down list box, select the gender of the applicant. The combo is loaded with the values for you to choose. The system displays “Select” by default on launch of the page. Mandatory. |
Date of Birth |
The date of birth of the applicant. Mandatory. |
Unique ID Number |
The unique id number of the applicant. |
PAN Number |
The PAN Number of the applicant. Mandatory. |
Previous ESI Number |
The previous ESI number of the applicant |
Labour Card Number |
The labour card number of the applicant. |
Passport Number |
The passport number of the applicant. Mandatory. |
Issuing Authority |
The issuing authority of passport. |
National ID Card No. |
The national id card number of the applicant. |
Payment Method |
From the drop-down list box, select the payment mode. The combo is loaded with various options for you to choose. The system displays “Select” by default on launch of the page. Mandatory. |
Bank Code |
The bank code of the applicant. Mandatory. On entering the “Bank Code”, the “Bank Name” and “Branch” field gets populated. |
Bank Account Number |
The bank account number of the applicant. |
IBAN |
The IBAN Number of the applicant. |
Cheque Printing Location |
From the drop-down list box, select the required cheque printing location. The combo is loaded with various locations for you to choose. The system displays “Select” by default on launch of the page. |
Remarks |
Key in any remarks or feedback, if any. |
Error Remarks |
Any error while creating the record is listed in this field. |
Click “Create Applicant ID” push button. The “ATS ID” and “Applicant ID” gets generated.
The “Personal Details” tab enables you to enter the applicant’s personal details which are required for various administrative needs, regulatory requirements and managerial decision making. You can store information like Nationality, Blood Group, Religion, Emergency Contact Name and Number, Expected Date of Joining, Marital Status and Years of Experience in bulk for all the applicants at once.
The system displays the following in the “Personal Details” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
Title |
The title of the applicant. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Date of Birth |
The birth date of the applicant. |
Enter the following field details in the “Personal Details” multiline:
Nationality |
From the drop-down list box, select the nationality of the applicant. The combo is loaded with various options for you to choose. The system displays “Select” by default on launch of the page. Mandatory. |
Blood Group |
From the drop-down list box, select the blood group of the applicant. The combo is loaded with various blood groups for you to choose. Mandatory. |
Religion |
From the drop-down list box, select the religion of the applicant. The combo is loaded with various blood groups for you to choose. |
Emergency Contact Name |
The contact name in case of emergency. Mandatory. |
Emergency Contact Phone Number |
The emergency contact phone number of the applicant. Mandatory. |
Expected Date of Joining |
The expected date of joining the company. The expected date of joining cannot be later than 60 days from the current date. Mandatory. |
Marital Status |
From the drop-down list box, select the marital status of the applicant. The combo is loaded with the values “Single”, “Married” and “Not Applicable”. Mandatory. |
Total Years of Experience |
The total years of work experience of the applicant. Mandatory. |
Attach Photo |
Attach the photo of the applicant in this field. Help facility available |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Save” to save the entered personal details.
The “Contact Details” tab enables you to store address details along with other contact information such as Contact Person, Email, Zip Code and Phone Numbers.
The system displays the following in the “Contact Details” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Enter the following field details in the “Contact Details” multiline:
Contact Type |
From the drop-down list box, select the contact address type of the applicant. The combo is loaded with the values “Permanent” and “Temporary”. Mandatory. |
Address Line 1 |
The address line 1 of the applicant. Mandatory. |
Address Line 2 |
The address line 2 of the applicant. |
Address Line 3 |
The address line 3 of the applicant. |
State |
From the drop-down list box, select the state to which the applicant belongs. The combo is loaded with various states for you to choose. Mandatory. |
Country |
From the drop-down list box, select the country to which the applicant belongs. The combo is loaded with various countries for you to choose. |
City |
From the drop-down list box, select the city to which the applicant belongs. The combo is loaded with various cities for you to choose. |
Zipcode |
The zip code of the country. |
Phone Number 1 |
The phone number 1 of the applicant. |
Phone Number 2 |
The phone number 2 of the applicant. |
Mail ID |
The personal mail id of the applicant. |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Save” to save the entered contact details.
The “Qualification Details” tab enables you to enter the qualification details of the applicant including the Course Details, University, Year of Passing, Class/Grade and Highest Qualification achieved.
The system displays the following in the “Qualification Details” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Enter the following field details in the “Qualification Details” multiline:
Course |
From the drop-down list box, select the course type completed. The combo is loaded with the various course types for you to choose. Mandatory. |
University/School |
The university or school where the applicant studied. Mandatory. |
Year of Passing |
The year of passing the degree. Mandatory. |
Class/Grade |
The class or grade achieved by the applicant. Mandatory. |
Highest Qualification |
The highest qualification of the applicant. |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Save” to save the entered qualification details.
The “Employment Details” tab enables you to enter all the attributes related to the employment for that particular applicant such as Assign SBU, Division, Department, Sub Department, Channel, Work Location, Job, Position, Grade Set, Grade, Employment Type such as Regular, Consultant, Trainee or Contract. You are also allowed to assign Store/Branch/Office ID to the applicant depending on the location structure defined.
The system displays the following in the “Employment Details” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Enter the following field details in the “Employment Details” multiline:
SBU |
From the drop-down list box, select the required option. If no option is applicable then select the value as “Not Applicable”. |
Division |
From the drop-down list box, select the type of division. The combo is loaded with various values for you to choose. |
Department |
From the drop-down list box, select the department type. The combo is loaded with various values for you to choose. Mandatory. |
Sub Department |
From the drop-down list box, select the sub department. The combo is loaded with the user defined quick codes and so the values may vary. If no option is applicable then select the value as “Not Applicable”. |
Client Cost Center |
From the drop-down list box, select the client cost center. The combo is loaded with various values for you to choose. If no option is applicable then select the value as “Not Applicable”. Mandatory. |
Principal Cost Center |
The principal cost center. Mandatory. |
Channel |
From the drop-down list box, select the required channel. The combo is loaded with various values for you to choose. If no option is applicable then select the value as “Not Applicable”. |
Position |
From the drop-down list box, select the required option. The combo is loaded with various values for you to choose. If no option is applicable then select the value as “Not Applicable”. |
Job |
From the drop-down list box, select the required job type. The combo is loaded with various job types for you to choose. The system displays “Select” by default on launch of the page. Mandatory. |
Grade Set |
From the drop-down list box, select the required grade set. The combo is loaded with the values “Associate” and “Retainer”. Mandatory. |
Grade |
From the drop-down list box, select the required grade. The combo is loaded with the values “Associate” and “Retainer”. Mandatory. |
Employment Type |
From the drop-down list box, select the type of employment. The combo is loaded with various options for you to choose. The system displays “Select” by default on launch of the page. Mandatory. |
Zone |
From the drop-down list box, select the client’s zone. The combo is loaded with various options for you to choose. The system displays “Select” by default on launch of the page. If no option is applicable then select the value as “Not Applicable”. Mandatory. |
Work Location |
From the drop-down list box, select the client’s work location. The combo is loaded with various locations for you to choose. The system displays “Select” by default on launch of the page. Mandatory. |
Store/Branch/Office ID |
From the drop-down list box, select the client’s store/office/branch id. The combo is loaded with various options for you to choose. Mandatory. |
Store/Branch/Office Name |
The store/office/branch name is populated on selecting the store/branch/office id. |
PO/SOW |
The purchase order/statement of work which is mapped. Help facility available |
Billing Template Code No |
The system displays the billing template code number. |
Cost Control No |
The cost control number of the applicant. Mandatory. |
Project/Team |
From the drop-down list box, select the project/team allocated. The combo is loaded with various options for you to choose. |
Duration of Employment |
From the drop-down list box, select the period of employment. The combo is loaded with various durations for you to choose. If no option is applicable then select the value as “Not Applicable”. Mandatory. |
Probation Term |
From the drop-down list, select the required period of probation. The combo is loaded with various terms for you to choose. If no option is applicable then select the value as “Not Applicable”. Mandatory. |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Save” to save the entered employment details.
The “Family Details” tab enables you to store the family details of the applicant which are necessary to be stored in certain scenarios. You are allowed to capture the Relationship Type, Relationship Start and End Date, Name of the Family Member, Date of Birth, Dependency, Disability, Family Identification Number and so on. A family member code is auto-generated for all the records saved for the applicant.
The system displays the following in the “Family Details” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Family Member Code |
The family member code of the applicant. |
Enter the following field details in the “Family Details” multiline:
Relationship |
From the drop-down list box, select the required relation type. The combo is loaded with various options for you to choose. Mandatory. |
Relationship Start Date |
The relationship start date of the family member. Mandatory. |
Relationship End Date |
The relationship end date of the family member. |
Family Member Name |
The name of the family member. Mandatory. |
Date of Birth |
The date of birth of the family member. Mandatory. |
Gender |
From the drop-down list box, select the gender of the family member. The combo is loaded with the values “Male”, “Female” and “Not Applicable”. Mandatory. |
Dependent |
From the drop-down list box, select the dependent. The combo is loaded with the values “Yes” and “No”. Mandatory. |
Nominee |
From the drop-down list box, select the nominee. The combo is loaded with the values “Yes” and “No”. |
Marital Status |
From the drop-down list box, select the marital status. The combo is loaded with the values “Single”, “Married” and “Not Applicable”. If no option is applicable then select the value as “Not Applicable”. |
Insurance Provided |
From the drop-down list box, select the insurance type. The combo is loaded with the values “Personal”, “Company Provided” and “Not Applicable”. If no option is applicable then select the value as “Not Applicable”. Mandatory. |
Family Members Identification Number |
The identification number of the family member. |
Disability |
From the drop-down list box, select the type of disability. The combo is loaded with various options for you to choose. If no option is applicable then select the value as “Not Applicable”. |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Save” to save the entered family details.
The “Insurance Details” tab enables you to assign insurance policies to applicants as per defined in the Insurance Master and mapped to the client in the “Client Parameter” screen. You are also allowed to edit the employee contribution that would reflect in the offer letter.
The system displays the following in the “Insurance Details” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Enter the following field details in the “Insurance Details” multiline:
Policy
|
From the drop-down list box, select the required policy type. The combo is loaded with various options for you to choose. Mandatory. |
Total Premium |
The total premium is fetched from the Insurance Master. |
Employer Contribution |
On Saving, the system automatically calculates and displays the employer contribution value. |
Employee Contribution |
The employee contribution towards the insurance. |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Save” to save the entered insurance details.
The “CTC Details” tab enables you to save the CTC details of the applicant as per the pay elements mapped for the client in the “Client Parameter” screen. Based on the mapped pay elements and values entered, the system computes the non-payable pay elements and deductible pay elements for employee that will reflect in the offer letter.
The system displays the following in the “Earnings and Deductions” multiline:
Applicant ID |
The ID of the applicant. |
Status |
On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Enter the following field details in the “Earnings and Deductions” multiline:
Earning_1_ctc |
The fixed pay element 1 mapped in ‘Client Parameter’ screen. |
Earning_2_ctc |
The fixed pay element 2 mapped in ‘Client Parameter’ screen. |
Earning_3_ctc |
The fixed pay element 3 mapped in ‘Client Parameter’ screen. |
Earning_4_ctc |
The fixed pay element 4 mapped in ‘Client Parameter’ screen. |
Earning_5_ctc |
The fixed pay element 5 mapped in ‘Client Parameter’ screen. |
Earning_6_ctc |
The fixed pay element 6 mapped in ‘Client Parameter’ screen. |
Earning_7_ctc |
The fixed pay element 7 mapped in ‘Client Parameter’ screen. |
Earning_8_ctc |
The fixed pay element 8 mapped in ‘Client Parameter’ screen. |
Earning_9_ctc |
The fixed pay element 9 mapped in ‘Client Parameter’ screen. |
Earning_10_ctc |
The fixed pay element 10 mapped in ‘Client Parameter’ screen. |
Earning_11_ctc |
The fixed pay element 11 mapped in ‘Client Parameter’ screen. |
Earning_12_ctc |
The fixed pay element 12 mapped in ‘Client Parameter’ screen. |
Earning_13_ctc |
The fixed pay element 13 mapped in ‘Client Parameter’ screen. |
Earning_14_ctc |
The fixed pay element 14 mapped in ‘Client Parameter’ screen. |
Earning_15_ctc |
The fixed pay element 15 mapped in ‘Client Parameter’ screen. |
Standard Gross |
The standard gross will be automatically calculated and displayed. |
Variable_1_ctc |
The variable pay element 1 mapped in ‘Client Parameter’ screen. |
Variable_2_ctc |
The variable pay element 2 mapped in ‘Client Parameter’ screen. |
Variable_3_ctc |
The variable pay element 3 mapped in ‘Client Parameter’ screen. |
Variable_4_ctc |
The variable pay element 4 mapped in ‘Client Parameter’ screen. |
Variable_5_ctc |
The variable pay element 5 mapped in ‘Client Parameter’ screen. |
Variable_6_ctc |
The variable pay element 6 mapped in ‘Client Parameter’ screen. |
Variable_7_ctc |
The variable pay element 7 mapped in ‘Client Parameter’ screen. |
Variable_8_ctc |
The variable pay element 8 mapped in ‘Client Parameter’ screen. |
Monthly Gross |
The monthly gross will be computed and displayed based on the salary elements entered. |
Remarks |
Key in any remarks or feedback. |
Error Remarks |
Any error while creating the record is listed in this field. |
Select the required field and click “Compute” to compute the entered earning and variable details. The variable and earning elements will be computed by the system and displayed in the “Earning_ctc” and “Variable_ctc” fields.
The system displays the following in the “CTC Details” multiline:
Applicant ID |
The ID of the applicant. |
First Name |
The first name of the applicant. |
Middle Name |
The middle name of the applicant. |
Initial/Last Name |
The initial or last name of the applicant. |
Enter the following field details in the “CTC Details” multiline:
Non-payable_1_ctc |
The non-payable pay element 1 mapped in ‘Client Parameter’ screen. |
Non-payable_2_ctc |
The non-payable pay element 2 mapped in ‘Client Parameter’ screen. |
Non-payable_3_ctc |
The non-payable pay element 3 mapped in ‘Client Parameter’ screen. |
Non-payable_4_ctc |
The non-payable pay element 4 mapped in ‘Client Parameter’ screen. |
Non-payable_5_ctc |
The non-payable pay element 5 mapped in ‘Client Parameter’ screen. |
Non-payable_6_ctc |
The non-payable pay element 6 mapped in ‘Client Parameter’ screen. |
Non-payable_7_ctc |
The non-payable pay element 7 mapped in ‘Client Parameter’ screen. |
Non-payable_8_ctc |
The non-payable pay element 8 mapped in ‘Client Parameter’ screen. |
Non-payable_9_ctc |
The non-payable pay element 9 mapped in ‘Client Parameter’ screen. |
Non-payable_10_ctc |
The non-payable pay element 10 mapped in ‘Client Parameter’ screen. |
Deduction_1_ctc |
The deduction pay element 1 mapped in ‘Client Parameter’ screen. |
Deduction_2_ctc |
The deduction pay element 2 mapped in ‘Client Parameter’ screen. |
Deduction_3_ctc |
The deduction pay element 3 mapped in ‘Client Parameter’ screen. |
Deduction_4_ctc |
The deduction pay element 4 mapped in ‘Client Parameter’ screen. |
Deduction_5_ctc |
The deduction pay element 5 mapped in ‘Client Parameter’ screen. |
Deduction_6_ctc |
The deduction pay element 6 mapped in ‘Client Parameter’ screen. |
Deduction_7_ctc |
The deduction pay element 7 mapped in ‘Client Parameter’ screen. |
Deduction_8_ctc |
The deduction pay element 8 mapped in ‘Client Parameter’ screen. |
Deduction_9_ctc |
The deduction pay element 9 mapped in ‘Client Parameter’ screen. |
Deduction_10_ctc |
The deduction pay element 10 mapped in ‘Client Parameter’ screen. |
Select the required field in both the multiline and click “Save” to save the entered CTC details.
On clicking “Save”, the system automatically calculates and displays the following fields in the “CTC Details” multiline:
Monthly Gross |
The monthly gross salary of the applicant. |
Monthly Take Home Pay |
The monthly take home pay of the applicant. |
Monthly CTC |
The monthly CTC of the applicant. |
Annual CTC |
The Annual CTC of the applicant. |