Maintain Committees, Rating Sets, Service Providers and Venues

This activity enables you to maintain the details of committees / panels, rating sets, venues and service providers. You can create multiple ratings to cater to the needs of evaluation criteria for selecting applicants during recruitment and selection process. You can capture multiple assessment formats for participant evaluation, faculty feedback, course feedback of the training and development process. You can also maintain details pertaining to various service providers for the purpose of recruitment & selection, training, etc.

Through this activity you can record the details of various venues used by the organization for conducting various HR activities like recruitment & selection, training programs, employee engagement events, etc. You can also capture the details of available infrastructure at the venue. This screen can also be used by screening committees and interview panels for the recruitment and selection process or setting up venues for interviews and training purposes.

Select the “Maintain Committees, Rating Sets, Service Providers and Venues” activity under the “Recruitment & Selection” business component.

The “Maintain Committees, Rating Sets, Service Providers and Venues” page appears.

Prerequisite tasks

Panel members should have been defined through the Employee Personal Information activity
User defined values for service provider and venue should have been defined through the Maintain Quick Codes screen.
Select the following details.

Action

Select an option from the drop-down list box to perform an action. The system lists “Create”, “Edit”, and “View” as options.

Create – To create committees, rating sets, service providers and venues.
Edit – To modify an existing committees, rating sets, service providers and venues.
Delete – To delete an existing committees, rating sets, service providers and venues.

Tab: Define Committees

Committees or Panels are created for various purposes. Recruitment process also requires committees / panels to take part in the selection process. Committees can be formed for the purpose of screening or selection. This tab allows you to define committee of internal employees and external personnel. Information related to specialization of member, panel head etc., are also captured. The committee will be represented by the panel head for recording applicant assessment.

Enter the following details in the “Committee Criteria” section.

Functional Area	Select an option from the drop-down list box that indicates the functional area for which the committee is defined. The combo is loaded with the values “Recruitment and Selection” and “Staff Suggestion Scheme”. Mandatory.
Sub Functional Area	Select an option from the drop-down list box that indicates the sub functional area for which the committee is defined. The combo is loaded with the values “Screening” or “Selection” if the functional area is selected as Recruitment and Selection. The combo is loaded with “Staff Suggestion Evaluation” if the functional area is selected as Staff Suggestion Scheme. Mandatory.
Committee / Panel Code	The unique code that identifies the committee or panel. Click the lens icon to retrieve a committee / panel code from the “Help on Committees, Rating Sets, Service Providers and Venues” screen. Mandatory.
Committee / Panel Description	The description of the committee or panel. Mandatory.

Enter the following details in the “Member Details” multiline.

Panel Member Type	Select an option from the drop-down list box that indicates the type of panel member. The combo is loaded with the values “Internal” and “External”. Mandatory.
Panel Member Code	The unique code that identifies the panel member which is mapped to the committee. Click the lens icon to retrieve a panel member code from the “Help on Employees” screen. If the panel member type is selected as External, you should not specify the panel member code. Mandatory.
Panel Member Name	The name of the panel member. If the panel member type is selected as Internal, the system automatically fetches entire details of the specified panel member code. Mandatory.
Description	The designation of the panel member. Mandatory.
Department	The department to which the panel member belongs. Mandatory.
Organization	The organization to which the panel member belongs.
Expertise / Specialization	The domain in which the panel member is expertise or specialized.
Remarks	Relevant comments or remarks that pertain to the mapped panel member.

Click “Submit” to save the entered details.

Tab: Define Rating Set

This tab allows you to create rating set for various purposes. Rating sets is used in Recruitment for assessing candidates in selection stages. A rating set can contain several Rating Items and each item can be associated with its rating tool and weightage in relation with the Rating Set.

Enter the following details in the “Rating Set Criteria” section.

Rating Set For	Select an option from the drop-down list box that indicates the functional area for which to define the rating set. The combo is loaded with the values “Recruitment and Selection”, “Training and Development” and “Staff Suggestion Scheme”. Mandatory.
Area Of Usage	Select an option from the drop-down list box that indicates the area of usage for the rating set. The combo is loaded with the values “Selection Stages” if the functional area is selected as “Recruitment and Selection”. The combo is loaded with the values “Cost and Freight”, “Faculty Feedback”, “Participant Course Feedback”, “Participation Evaluation”, “Participant Feedback”, “Participant Faculty Feedback” and “Participant Material Feedback” if the functional area is selected as “Training and Development”. The combo is loaded with the “Staff Suggestion Merit” if the functional area is selected as “Staff Suggestion Scheme”. Mandatory.
Rating Set Code	The unique code that identifies the rating set. Click the lens icon to retrieve a rating set code from the “Help on Committees, Rating Sets, Service Providers and Venues” screen. Mandatory.
Rating Set Description	The description of the rating set. Mandatory.
Capture Selection Tools	Select Yes or No from the drop-down list box that indicates whether to capture selection tool details. Mandatory.
Use Weightages	Select Yes or No from the drop-down list box that indicates whether to use weightages for the rating set. Mandatory.

Enter the following details in the “Rating Set Details” multiline.

Rating Item Description	The description of the item being mapped to the rating set. Mandatory.
Selection Tool Used	The tool used for selection of rating item. Mandatory.
Weightage In %	The weightage of the rating item in percentage. Mandatory.
Remarks	Relevant remarks or comments that pertain to the item being defined for the rating set.

Click “Submit” to save the entered details.

Tab: Define Service Providers

In Recruitment process Service Providers are required at many stages. They can be staffing agency, background verification firm, educational institution or media agency. You can capture the service provider’s functional area, categorization, contact details, any contractual agreements and responsible contact personnel for different service areas. The email id specified in this tab would be used to send out communication if the service provider is chosen in Set Sourcing Strategy for an RFH.

Enter the following details in the “Service Provider Criteria” section.

Functional Area	Select an option from the drop-down list box that indicates the functional area for which to define the service provider details. The combo is loaded with the values “Recruitment and Selection” and “Training and Development”. Mandatory.
Service Provider Type	Select an option from the drop-down list box that indicates the type of service provider. The combo is loaded with the values “Background Verification Agency”, “Placement Consultant”, “Staffing Agency”, “Head Hunter”, “Job Portal”, “Media Agency” and “Educational Institution”, if the functional area is selected as “Recruitment and Selection”. The combo is loaded with “Training Provider” if the functional area is selected as “Training and Development”. Mandatory.
Status	The status of the service provider is displayed as Active or Inactive. Mandatory.
Service Provider Code	The unique code that identifies the service provider. Click the lens icon to retrieve a service provider code from the “Help on Committees, Rating Sets, Service Providers and Venues” screen. Mandatory.
Service Provider Name	The name of the service provider. Mandatory.
Change Status	Select an option from the drop-down list box that indicates the status to which the service provider can be changed. The combo is loaded with the values “Active” and “Inactive”.
Address Line 1	The first line of service provider’s address. Mandatory.
Address Line 2	The second line of service provider’s address. Mandatory.
Address Line 3	The third line of service provider’s address.
City	The city where the service provider is located. Mandatory.
Pin code	The pin code of the service provider’s location. Mandatory.
State	The state where the service provider is located.
Country	The country where the service provider is located. Mandatory.
URL	The URL of the service provider’s webpage.
Owner Name	The name of the service provider’s owner.
Expertise / Specialization	The domain or function in which the service provider is expertise or specialized.
Services Provided	The description of the services provided.
Formal Supplier Agreement Exists	Select Yes or No from the drop-down list box that indicates whether a formal agreement exists with the supplier.
Allow Portal Resume Submission	Select Yes or No from the drop-down list box that indicates whether resume submission can be allowed through portal.
Enable Self Registration	Select Yes or No from the drop-down list box that indicates whether to enable self registration for the service provider.
Enable Email Updates	Select Yes or No from the drop-down list box that indicates whether to enable email updates.
Show Supplier Performance Scores	Select Yes or No from the drop-down list box that indicates whether to show supplier performance scores.

Enter the following details in the “Service Provider Contact Details” multiline.

Contact Person Name	The name of the contact person in the service provider’s location. Mandatory.
Service Area	Select an option from the drop-down list box that indicates the service area of the contact person. The combo is loaded with service area codes as defined in the “Maintain Quick Codes” activity.
Contact Type	Select an option from the drop-down list box that indicates the type of contact. The combo is loaded with the values “Primary” and “Secondary”.
Contact Number (Mobile)	The mobile number of the contact person.
Contact Number (Landline)	The landline number of the contact person.
Email ID	The email ID of the contact person.
Additional 1	Select an option from the drop-down list box that indicates the primary additional detail about the contact person. The combo is loaded with the values as defined in the “Maintain Quick Codes” activity.
Additional 2	The secondary additional details about the contact person.
Remarks	Relevant comments or remarks that pertain to the contact person of the service provider.

Enter the following details in the “Terms and Conditions” multiline.

Terms and Conditions Type	Select an option from the drop-down list box that indicates the type of terms and conditions defined for the service provider. The combo is loaded with the values as defined in the “Maintain Quick Codes” activity. Mandatory.
Terms and Conditions Description	The description of the terms and conditions.
Value Type	Select an option from the drop-down list box that indicates the type of value specified for the terms and conditions. The combo is loaded with the values “Amount”, “Percentage” and “Others”.
Value	If the value type is chosen as Amount or Percentage, enter the value.
Of	Select an option from the drop-down list box that indicates the percentage of the value that is assigned for the defined terms and condition.
Percentage	Select an option from the drop-down list box that indicates the percentage of the value that is assigned for the defined terms and condition.
Other Conditions	If the value type is chosen as Others, enter the other conditions.
Remarks	Relevant remarks or comments that pertain to the terms and conditions being defined.

Click “Submit” to save the entered details.

The system displays the following details in the “Data History” section.

Created By	The login ID of the user who created the service provider details.
Created Date	The date on which the service provider details was created.
Modified By	The login ID of the user who last modified the service provider details.
Modified Date	The date on which the service provider details was last modified.

Tab: Define Venues

This tab allows you to create venues for various purposes that can be used for carrying out exercises of selection stages. Details such as venue type whether it is internal or external, address, contact person details and infrastructure can be captured with each venue.

Enter the following details in the “Venue Details” multiline.

Venue Type	Select an option from the drop-down list box that indicates the type of venue. The combo is loaded with the values “Internal” and “External”. Mandatory.
Venue For	Select an option from the drop-down list box that indicates the functional area for which to define the venue details. The combo is loaded with the values “Recruitment and Selection” and “Training and Development”. Mandatory.
Status	The status of the venue is displayed as “Active” or “Inactive”. Mandatory.
Venue Code	The unique code that identifies the venue. Click the lens icon to retrieve a venue code from the “Help on Committees, Rating Sets, Service Providers and Venues” screen. Mandatory.
Venue Description	The description of the venue. Mandatory.
Change Status	Select an option from the drop-down list box that indicates the status to which the venue can be changed. The combo is loaded with the values “Active” and “Inactive”.
Address Line 1	The first line of address for the venue. Mandatory.
Address Line 2	The second line of address for the venue.
Address Line 3	The third line of address for the venue.
Venue Location	The location of the venue.
City	The city where the venue is located. Mandatory.
Pin code	The pin code of the venue’s location. Mandatory.
Country	The country where the venue is located. Mandatory.
Venue Cost Excluding Infrastructure	The cost for booking the venue excluding the infrastructure cost.
Venue Contact Person	The contact person at the venue. Mandatory.
Contact Person Landline	The landline number of the contact person.
Contact Person Mobile	The mobile number of the contact person.
Contact Person Email	The email ID of the contact person. Mandatory.
Additional 1	Select an option from the drop-down list box that indicates the additional detail about the contact person. The combo is loaded with the values as defined in the “Maintain Quick Codes” activity.
Additional 2	The secondary additional details about the contact person.

Enter the following details in the “Venue Infrastructure Details” multiline.

Note: The venue infrastructure details are mandatory only when “Venue For” is selected as “Training and Development”.

Infrastructure Type	Select an option from the drop-down list box that indicates the type of infrastructure. The combo is loaded with the values as defined in the “Maintain Quick Codes” activity.
Numbers Available	The number of infrastructure items available at the venue.
Cost Per Unit	The cost per unit of the infrastructure item.
Remarks	Relevant remarks or comments that pertain to the infrastructure item.

Click “Submit” to save the entered details.