Raise Request For Hire

In this page you can request the human resource department to hire resources for your department. You can hire resources when there is a requirement for additional resource for a job or when a resource has to be replaced with another. While recruiting an applicant based on the request for hire document the applicant should match all the criteria defined for the job. Through this screen you can define the criteria to hire a resource. In this activity you can define three set of details to hire a resource.

In the RFH Key Particulars tab you can enter the details such as number of resources required, position for which RFH is raised, job details, request date, required date, project details, the reason/ justification for requesting for hire etc.

In Hiring Specifications tab you can enter the hiring requirements details such as work experience, cost to company, age etc. You can define the qualification details required for the applicant. Any additional hiring criteria can also be specified along with the job details.

In the RFH Competency Profiling & Tracking Trail tab you can enter the competency details to hire a resource and also you can enter the reasons for rejecting, deleting, closing and short closing the request for hire.

Select the “Raise Request For Hire” activity under the “Recruitment & Selection” business component.

The “Raise Request For Hire” page appears.

Select the following details.

Action

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

View – To view the existing RFH details by selecting/entering an existing RFH Number.
Create – To save the RFH details as a draft.
Edit – Can be used only if there is an existing RFH that has been submitted already using “Create RFH”.
Close – Can be used to effect a closure of the RFH once all the open positions in the RFH have been fully serviced.
Delete – Can be used to delete the RFH data if the RFH is not yet in “Authorized” status.
Reject – Can be used to disapprove an RFH for certain reason.
Approve – Can be used to approve an RFH.
Short Close – Can be used to effect a closure of the RFH even though all the positions indented in the RFH have not been serviced (i.e. number of positions indented in RFH does not equal the number of candidates joined against the RFH).

The system displays the following in the header:

Status

The status of the RFH.

Pre-Requites

All jobs and positions in various departments must be defined before raising an RFH.
Essential requirements of the position/job in department in terms of qualifications and competencies must be defined.
Panels for selection, venues must exist before scheduling candidates for assessment.

Tab: RFH Key Particulars

This tab helps you to raise a new request for hire or view an existing RFH details. RFH id or number is the key field for creating a new request for hire. While creating a new request, the numbering type can be set as “Automatic” or “Manual”. If the numbering type is set as “Automatic”, the RFH number is generated automatically. If it is set as “Manual”, you can provide a unique RFH number.

Click “All Openings” button to show the total available openings details exposed to the concerned placement partner.
Click “Profile Submitted” button to show the total number of profiles submitted by the login user.
Click “Openings Viewed” button to show the openings viewed by the login user.
Click “Openings Since Last Visit” button to show number of openings available since last visit to the login user.
The system displays the total number of resources required for RFH position exposed to the placement partner.
Enter the following details in the “Hiring Request Details” section.

RFH Number	The unique number that identifies the RFH (Request for Hire). Click the lens icon to retrieve the RFH from Help On RFH No. page. Mandatory.
RFH For	Select an option from the drop-down list box to specify the reason for which the RFH was raised. The system lists “Addition” and “Replacement” as options.
Numbering Type	Select the required numbering type from the drop-down list box.
Position	The position code of the employee. Click the lens icon to retrieve the position code from Help On Position page.
Position Title	On entering the position code, the system displays the position title.
Number Required	The number of employees required.
Hiring Department	The name of the hiring department. Click the lens icon to retrieve the department name from Help On Department page.
Department Description	On entering the position code, the system displays the detailed description of the department.
Duration Required	Enter the duration required for hire request. The combo is loaded with the values from the user defined quick code type (Resource Type). The combo is loaded with the values “Not Applicable”, “Months”, “Years” and “Days”. Select the value “Not Applicable”, if the duration required is not applicable. Mandatory.
Grade Set	Select the Grade Set from the drop-down list box. The combo is loaded with various grade sets.
Grade	Select the Grade from the drop-down list box. The combo is loaded with various grades.
Working Hours	Enter the working hours of a new hire. The combo is loaded with the values from the user defined quick code type (Resource Type). Select the value “Not Applicable”, if the Working Hours is not applicable. Mandatory.
Resource Stream	Select the resource stream from the drop-down list box. The combo is loaded with the values “Functional” and “Others”. Mandatory.
Resource Type	Select the required resource type from the drop-down list box. The combo is loaded with the values “Permanent” and “Temporary”. Mandatory.
Work Nature	Select the nature of work from the drop-down list box. The combo is loaded with the values “Flexi Time” and “Full Time”. Mandatory.
RFH Request Date	This field is defaulted with the system date. Mandatory. Note: You are allowed to edit the defaulted system date.
Required By Date	The required date by which the hire request is made. Mandatory.
Applicn. Closing Date	Enter the application closing date. Mandatory.
RFH Raised By	Enter the requestor employee code by which the RFH is raised.
Requestor Name	On entering the employee code, the system displays the name of the requestor.
Requestor Position Title	On entering the employee code, the system displays the position title of the requestor.
Job Location(s)	From the drop-down list box, select the job location for which the resource is required. Ex: “Chennai”. Click “Choose Location” link to select the job location. Note that this link is visible only if the job location is selected as “Multiple/Others”.
Additional Info. 1	Select any additional information from the drop-down list box.
Additional Info. 2	Enter the additional information, if any.

Enter the following details in the “Project Details” section.

Project Name	The name of the project for which the employee is to be hired.
Project Description	The department of the project for which the employee is to be hired.
Deployment At	Select the place where the project is deployed from the drop-down list box.
Billing Nature	Select the billing nature of the project from the drop-down list box. The system displays “Billable” and “Non Billable” as options.
Budget/Cost Approval	Select an option to specify whether the budget or cost approval is done for the project. The system displays “Yes”, “No”, “Approval Pending” and “Not Applicable” as options.
Project Nature	The description of the project nature.
Additional Info. 3	Enter the additional information, if any.
Additional Info. 4	Enter the additional information, if any.
Additional Info. 5	Enter the additional information, if any.
Additional Info. 6	Enter the additional information, if any.

Enter the following details in the “RFH Justification Details” multiline.

Number Required	The number of resources required.
Reason Required/Justification Comments	Enter the reason required for RFH and comments on justification.

The system displays the following details in the “Recruiter and Sourcing Information” section.

Recruiter Id.	The employee code of the recruiter.
Recruiter Name	The name of the recruiter.
Contact No./Extn.	The contact number/extension number of the recruiter.
Recruitment Manager Id.	The employee code of the recruitment manager.
Manager Name	The name of the manager.
Contact No./Extn.	The contact number/extension number of the manager.
Sourcing Strategy	The sourcing strategy of the RFH.
No. of Selection Stages	The number of selection stages of RFH.
Sourcing Comments	Displays sourcing comments.

Click “Submit” to save the entered details.

Tab: Hiring Specification

This tab allows you to record hiring specifications such as qualifications, experience, age, current location etc. that are sought from potential candidates. You can specify multiple qualifications which are marked as ‘Must Have’ or ‘Desirable’. The specifications can be referenced during profile screening and shortlisting of applicants. You can capture additional criteria such as linguistic proficiency, work attitude, geography exposure etc., and the recruiter can be tipped off on those details.

Enter the following details in the “Hiring Requirements” section.

Total Experience Required (In Years) From	The minimum number of years of experience required by the applicant.
To	The maximum number of years of experience required by the applicant.
Industry Type/Sector	Select the Industry Type/Sector from the drop-down list box to specify the industry type or sector to which the organization belongs. The combo is loaded with the values from Employee Additional Information activity.
Relevant Experience Required (In Years) From	The minimum number of relevant experience required by the applicant.
To	The maximum number of relevant experience required by the applicant.
Travel Required	Select an option from the drop-down list box to specify whether the travel is required or not. The system displays “Yes” and “No” as options.
Percentage of Travel on the job (Percentage)	The percentage of travel in relation with the job.
Relocation Provided	Select an option from the drop-down list box to specify whether the relocation is required for the position or not. The system displays “Yes” and “No” as options.
Annual Cost To Company (CTC) From	The annual cost to company offered for the job. Enter From range in this field.
To	The annual cost to company offered for the job. Enter To range in this field.
Candidate Current Location	The current location of the candidate.
Applicant Age Range (In Years) From	The minimum eligible age of the applicant.
To	The minimum eligible age of the applicant.
Gender	Select the gender from the drop-down list box. The combo is loaded with the values “Male”, “Female” and “No Preference”.

Enter the following details in the “Qualification Required” multiline.

Specification Type	Select the specification type from the drop-down list box. The combo is loaded with the values “Must Have” and “Desirable”. Mandatory.
Qualification (from master)	Select an option from the drop-down list box to specify the qualification for hiring employee. Ex: “10th”.
Qualification (user text)	Enter the qualification other than the listed qualification.
Relational Operator	Select an option from the drop-down list box to specify the relational operator. The combo is loaded with the values “AND” and “OR”.
Remarks	Enter any remarks.

Enter the following details in the “Additional Hiring Specifications” multiline.

Additional Criteria Type	Select additional criteria type from the drop-down list box. Ex: “Attitude”, “Geography Exposure”, “Linguistic Proficiency” and “Sample”. Mandatory.
Criteria	Enter the additional criteria.
Specification Type	Select the specification type from the drop-down list box. The combo is loaded with the values “Must Have” and “Desirable”. Mandatory.
Remarks To Recruiter	Enter any remarks or feedback to the recruiter.

Enter the “Additional Criteria Comments” in the space provided.
Enter the following details in the “Job Details” section.

Job Code	The job code of the hiring position.
Job Title	On entering the job code, the system displays the job title.
Job Description	The detailed description of the job.
Roles & Responsibilities	The roles and responsibilities of the job.

Click “Submit” to save the entered details.

Tab: RFH Competency Profiling & Tracking Trail

This tab allows you to map the competencies required from candidates to the RFH from the competency framework. The Minimum Desired Proficiency Level (MDPL) and weightage for RFH on competencies can be captured. This tab also provides a bird’s-eye-view on the status of the RFH as it traverses through various stages.

Enter the following details in the “RFH Competency Profile Definition” multiline.

Competency Code	The code that identifies the competency.
Competency Description	The detailed description of the competency.
Min Desired Proficiency Level (MDPL)	The minimum extent to which an employee selected for the specified position or job should be proficient in the competency. The maximum level is set in the system parameters at the time of installation.
Weightage	The weightage of competency in percentage.
MDPL For RFH	The minimum desired proficient level of competency required for RFH.
Weightage for RFH	The weightage of RFH in percentage.
Remarks	Any remarks or comments regarding the competency.

Select “Yes” if the competency based assessment during selection is required, else select “No”.
Enter the following details in the “RFH Approval/Termination Reasons” multiline.

RFH Approval/Rejection Reason	Enter the approval or rejection reason of RFH.
RFH Cancellation Reason	Enter the cancellation reason of RFH.
RFH Short Closure Reason	Enter the short closure reason of RFH.
RFH Closure Reason	Enter the closure reason of RFH.

The system displays the following details in the “RFH Tracking Trail” multiline.

Stage	The stage of the RFH.
Completed By	The position title of the employee who complete the RFH for the stage.
Stage Completion Date	The date on which the RFH is completed.
Remarks1	Enter any remarks or comments.
Remarks2	Enter any remarks or comments.

Click “Submit” to save the entered details.

On Submit, the system saves the RFH details in “Draft” status if any mandatory fields across all these tabs are left blank. Once the necessary fields are filled and saved, the RFH status changes to “Pending for Authorization”.

Every RFH can be authorized by designated user identified through workflow and the status is changed to “Authorized”. It can also be rejected by the authorized user if such RFH does not conform or fulfil organization’s norms and the status is changed to “Rejected”.

RFH can be closed by authorized HR user if the indented number of posts is filled and the status is changed to “Closed”.

RFH can be short-closed if the required numbers in RFH are not filled and it is unlikely to be filled and the status is changed to “Short-Closed”.

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

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