RECRUITMENT SYSTEM

1.INTRODUCTION
Recruitment system is used to display the results of applicants. Recruitment is for
selecting employees for the job based on their talents. The selection is based on three rounds
namely Written, Technical interview, HR interview. In each round the applicants are selected
based on their performances. So, this system is used for recruiting candidates for
organization.

Online Recruitment system is to replace manual operations of recruitment of an IT company.

As recruitment is a round the year activity involving thousands of candidates a need has been
felt to automate the entire operations. Applications are collected in a prescribed format and
checked for eligibility. All the eligible candidates are sent an automated message (just like
Admit Card) for the selection test.

1.1 PURPOSE OF THIS DOCUMENT

One of the main reason we take education is to have a good job and settle in life.
Colleges help us in this regard by arranging placements in the campus and making sure we
are exposed to the best possible jobs in the market. But there are certain requirements we
need to satisfy so that we are eligible to appear for the interviews conducted by these
companies. There are few obstacles we have to pass before the companies hand over those
packages. We so desperately wait for those Aptitude tests, Group discussions, and Personal
Interviews. Also with the increase on the number in each college, it becomes extremely
tedious to allocate and manage each students epitome, their extra - curricular activities and
their eligibility for a certain companies criteria. The Online Recruitment System will help
make this task effortless. This system is designed to automatically store each students
curriculum vitae and manage, suggest and in conjecture decide which companies are suited
for that particular student.

The test is in three areas:

 Aptitude Test
 Verbal Ability
 Technical Test
The results are compiled and presented to management to decide on cut-offs for interview.
Based on the selection criteria decided by the management, the qualified candidates are
called for the interview. Also details of candidates called for interview are prepared for the
interview board. The system should provide for queries and management reports during the
recruitment process. Recruiting is defined as persuading someone to work for a company or
become a new member of an organization.
 1.2SCOPE OF THIS DOCUMENT
To ensure the portability and therefore compatibility.
To ensure our system moves with time i. e allow for maintenance upgrades and periodic
backups by developed and authorized personnel.
To program the system using the appropriate design ,application , platform and
programming.
Here are some key aspects to consider when defining the scope of a recruitment system:
 Candidate Management: This involves the ability to manage candidate information,
including resumes, applications, contact details, and communication history.

 Job Posting and Management: The system should allow recruiters or hiring managers
to create, post, and manage job openings. This includes defining job descriptions,
requirements, and desired qualifications.

 Applicant Tracking: The system should track the status of each applicant throughout
the recruitment process. This includes stages such as application received, under
review, scheduled for interview, offer extended, and hired or rejected.

 Resume Parsing and Screening: The system may include features for parsing resumes
to extract relevant information and screening candidates based on predefined criteria
or keywords.

 Interview Scheduling: The system may facilitate the scheduling of interviews,

including coordination between candidates, recruiters, and hiring managers. It may
also send notifications and reminders to participants.

 Collaboration and Communication: The system should enable collaboration and

communication among stakeholders involved in the recruitment process, such as
recruiters, hiring managers, interviewers, and candidates.

 Reporting and Analytics: The system should provide reporting and analytics
capabilities to track key recruitment metrics, such as time-to-fill, source of hire,
candidate pipeline, and diversity metrics.

 Integration with External Systems: The system may need to integrate with other
systems and services, such as HRIS (Human Resources Information System), email
clients, background check providers, and job boards.

 User Roles and Permissions: The system should support different user roles and
permissions to control access to sensitive information and functionalities.
  Compliance and Data Privacy: The system should comply with relevant laws and
regulations related to recruitment, including data privacy laws such as GDPR
(General Data Protection Regulation) and EEOC (Equal Employment Opportunity
Commission) guidelines.

 Scalability and Performance: The system should be designed to scale as the

organization grows and should be capable of handling large volumes of candidates
and job postings.

 User Experience (UX): The system should provide a user-friendly and intuitive
interface for both recruiters and candidates, enhancing the overall user experience.

1.3OVERVIEW
External recruitment: This is when recruiters search for candidates from outside of their
organisation. They might do this by posting on job sites, using social media or posting job
descriptions on their own career site. External recruitment can also involve contacting passive
candidates — those who aren’t actively looking for work.
Internal recruitment: This involves looking for candidates who already work for the
organisation in a different role. Many companies choose to advertise the job internally before
opening up the search to external candidates. This can allow them to save money since it
typically costs less to promote someone than to hire a new candidate.
A well-designed recruitment and selection process allows organisations to both attract a wide
pool of applicants and narrow the selection down until you’ve found the perfect candidate for
every opening.
In this post, we’ll explain the differences between recruitment and selection, explore why
these two phases of the hiring process are so important and share the main steps that are
involved.
Key takeaways:
Recruitment and selection are two key parts of the hiring process that allow companies to
find and attract the best talent.
Recruitment involves getting a job description in front of as many people as possible.
Selection involves narrowing down the pool until you’re left with the best person for the role.
The recruitment and selection process involves six main steps: creating a job description,
advertising the role, screening candidates, conducting interviews, carrying out tests and
assessments and selecting the successful candidate.

1.4 Business context.

 The business context for a recruitment system revolves around the strategic importance
of talent acquisition and management within organizations. Here are several key aspects of
the business context for a recruitment system:

2 Strategic Human Capital Management: Talent acquisition is recognized as a critical

component of strategic human capital management. Organizations understand that
attracting, recruiting, and retaining top talent is essential for achieving business objectives
and maintaining a competitive advantage in the market.

3 Cost and Time Efficiency: Efficient recruitment processes save both time and money for
organizations. A recruitment system automates various tasks, reduces manual efforts,
minimizes paperwork, and streamlines workflows, resulting in cost savings and faster
time-to-hire.

4 Talent Pipeline Development: Recruitment systems help organizations build and maintain
a robust talent pipeline. By continuously engaging with potential candidates and nurturing
relationships over time, organizations ensure they have access to a pool of qualified
candidates when positions become available.

5 Compliance and Risk Management: Compliance with legal and regulatory requirements
is a key consideration in recruitment. A recruitment system helps organizations adhere to
labor laws, equal employment opportunity (EEO) regulations, data privacy laws, and
other relevant statutes, reducing the risk of legal disputes and penalties.

6 Candidate Experience and Employer Branding: A positive candidate experience is

essential for attracting and retaining top talent. A recruitment system provides a user-
friendly interface for candidates to apply for positions, communicate with recruiters, and
track their application status. It also helps organizations promote their employer brand by
delivering a seamless and professional candidate experience.

7 Data-Driven Decision Making: Recruitment systems generate valuable data and analytics
that enable organizations to make informed hiring decisions. By analyzing recruitment
metrics such as time-to-fill, cost-per-hire, source of hire, and candidate quality,
organizations can identify trends, optimize processes, and improve overall recruitment
performance.

8 Alignment with Business Objectives: The recruitment system aligns with broader
business objectives and talent acquisition strategies. It supports the organization's goals
 for growth, innovation, diversity and inclusion, workforce planning, succession planning,
and other strategic initiatives.

9 Integration with HR and Business Systems: A recruitment system integrates with other
HR and business systems, such as HRIS, payroll, performance management, and learning
management systems. This integration ensures seamless data exchange, improves
collaboration between HR and other departments, and enhances overall organizational
efficiency.
In summary, the business context for a recruitment system emphasizes the strategic
importance of talent acquisition, cost and time efficiency, compliance and risk management,
candidate experience and employer branding, data-driven decision making, alignment with
business objectives, and integration with HR and business systems. A well-implemented
recruitment system contributes to organizational success by attracting, recruiting, and
retaining top talent effectively.

2.General Description
A recruitment system is a software platform or application designed to facilitate and
streamline the process of hiring new employees within an organization. It serves as a
centralized hub where recruiters, hiring managers, candidates, and other stakeholders can
manage various aspects of the recruitment lifecycle.

2.1 Product functions

Product functions for a recruitment system encompass a range of features and capabilities
that facilitate efficient hiring processes. Here's a breakdown of essential functions typically
found in recruitment systems:
 Job Posting Management:
Create, edit, and publish job postings with detailed descriptions and requirements.
Specify job titles, departments, locations, and other relevant details.
Set up application deadlines and visibility settings for job postings.
 Candidate Application Management:
Accept online applications from candidates.
Provide a user-friendly interface for candidates to submit resumes, cover letters, and
other application materials.
Track candidate applications and manage their status throughout the hiring process.
 Resume Parsing and Screening:
 Automatically parse resumes to extract key information such as contact details, work
experience, education, and skills.
Implement screening tools to match candidate qualifications with job requirements.
Enable keyword-based searches and filtering to identify suitable candidates.
 Candidate Relationship Management (CRM):
Maintain a database of candidate profiles for future reference and talent pipeline
management.
Enable recruiters to add notes, tags, and ratings to candidate profiles.
Facilitate communication with candidates through email templates, messaging
features, and automated notifications.
 Interview Scheduling and Coordination:
Schedule interviews with candidates, recruiters, hiring managers, and interviewers.
Coordinate availability and send calendar invitations to participants.
Provide options for virtual interviews, such as video conferencing integrations.
 Collaboration and Feedback:
Allow recruiters, hiring managers, and team members to collaborate on candidate
evaluations and feedback.
Share interview notes, assessments, and feedback within the system.
Facilitate consensus-building and decision-making regarding candidate selection.
 Analytics and Reporting:
Generate reports and analytics on recruitment metrics such as time-to-fill, source of
hire, applicant demographics, and conversion rates.
Track the effectiveness of recruitment campaigns and channels.
Identify trends and patterns to improve recruitment strategies and processes.
 Compliance and Data Security:
Ensure compliance with data privacy regulations (e.g., GDPR, EEOC) and industry
standards.
Implement security measures to protect sensitive candidate information.
Provide audit trails and data access controls to maintain data integrity and
confidentiality.
 Integration with HR Systems and Tools:
Integrate with HRIS (Human Resources Information Systems), payroll software,
background check providers, and other HR tools.
 Enable seamless data exchange and workflow automation between recruitment and
HR systems.
Streamline onboarding processes for selected candidates.
 Customization and Scalability:

Allow customization of workflows, fields, and user permissions to align with

organizational needs.
Scale the system to accommodate changes in hiring volume and organizational
growth.
Provide configuration options for branding, user interface elements, and language
preferences.
By incorporating these functions, a recruitment system helps organizations streamline
their hiring processes, attract top talent, and build a strong employer brand. It also enhances
collaboration, efficiency, and compliance throughout the recruitment lifecycle .

2.2 Similar system information

Recruitment systems play a pivotal role in modern organizations by automating and
streamlining the hiring process from job posting to candidate onboarding. These systems
serve as centralized platforms where recruiters, hiring managers, and candidates can interact
efficiently. By leveraging features such as job posting management, candidate sourcing,
resume parsing, interview scheduling, and analytics reporting, recruitment systems enable
organizations to attract top talent, reduce time-to-hire, and enhance the overall candidate
experience. With compliance and data security features built-in, these systems ensure
adherence to regulatory requirements and protect sensitive candidate information.
Furthermore, integration capabilities with HRIS and other HR tools enhance collaboration
and data exchange across the organization, ultimately contributing to better talent acquisition
outcomes and organizational success.