FED Santé

Temporary Contracts
Framing Document

IT System Department
March 2023
 1 - Context
AGENDA 2 - Current KPIs
3 - Temporary Contract - Current Process
4 - Paint Points
5 - Technical & Functional Requirements
6 - User Stories & Solutions & UI
Inspirations
7 - Planning & Next Steps
Context

● Our “Fed Santé” Recruitment Team is in charge of finding the talents (Nurses, Assistant
Nurses, Nurse Specialists…) for our Health Partners through temporary missions.

● Most of them are last minute missions that require a lot of reactivity to find the right
candidate. It means also to always keep the most updated availabilities of our candidates
in SF.

● The current process has reached its limits and is not scalable.
A lot of manual actions with no added value prevents the Team from being reactive and
highly limits their sales efficiency.
Current KPIs

20 +1000 [200-400]

Recruitments Health Temporary

done per month by Professionals contracts received
the Team qualified in SF as per month
temporary
contractors
 Temporary Contract - Current Process
Email sent from Pardot
with a Doodle link
From this document FED
collects the availabilities of
the candidates
Targets :
→ Jobs : Assistant/Nurses,
Nurse Specialists
→ Temporary contract
Codings
→ Area : Paris + suburbs
TOTAL >+1000 people
Timing :
→ Every 20th of each
month
Manual updates done by Manual Matching done
the Team in SF by the Team
Email reminder
sent to the non
They copy/paste the From SF they search the
respondents
availabilities from the right available candidate
Doodle doc to SF for each mission
Marketing automation :
→ Reminder Email sent +
Exclusion done from Pardot
Timing :
→ Every 5th of each month
Pain Points
 Pain Points to solve
Observations
Each month, the Team has to recreate a new
Doodle document with a new calendar to be sent
from Pardot.
The availabilities are provided on a Doodle
document.
The availabilities are copied-and-pasted
manually from the Doodle document to
Salesforce.
Business Impacts
A manual action with no added value for a Team
that has already a heavy recruitment workload.
A non professional platform that might have a
negative impact on FED’s brand image.
A lot of manual updates in SF which highly limits
the volume of recruitments and the business.
The process prevents the Team from being reactive
and answering to the urgent missions received.
Improvements
> Trigger automatically the sending of the
email from SF every 20th and reminder
> Create segments and drive a marketing
pressure upon candidates that generate the
highest revenues.
> Provide a secure & personalized &
“user-friendly” interface where the health
professionals can select easily their
availabilities.
> We aim at having real-time updates from
the interface to Salesforce
> For a Phase 1 we can accept having an
update once a day/the day after.
Technical & Functional
Requirements in Salesforce
Functional Requirements in SF

In Salesforce, our “Fed Santé” Recruitment Team has a dedicated button “Vacation” on the Candidate record to view / select / deselect
the availabilities of the health professionals.

Example (log on Salesforce as Vanessa Hostachy) : https://alfed.lightning.force.com/lightning/r/Contact/0031n00001koYzAAAU/view

From 1 to x dates can be selected

manually per candidate to register
their availabilities per day in
Salesforce.
Functional Requirements in SF

From Salesforce, the Recruitment Team can use a

Search tool “Vacation” to search the temporary
contractors based on the following criterias :

● Codings related to the skills and jobs related

to the candidates in SF
● Type of industries where the candidates can
work
● Country of the candidates
● Town of residence of the candidates
● Geographical mobility of the candidates
● Dates of availability of the candidates
(boolean AND or OR logics available)
Technical Requirements in SF

→ The dates of availability per candidate is managed from a

dedicated Custom Object in Salesforce
”CandidatDateVacation__c ” related to the “Contact” Standard
Object.

→ 1 contact can be related to X dates of availability with a

principal detail relationship between “Id” field from the
“Contact” Standard Object to the “Candidat__c” lookup field
from the “CandidatDateVacation__c” Custom Object.

→ Here are the technical fields to update on the

“CandidatDateVacation__c” Custom Object to add a date to a
candidate
● Candidat__c (SF Id of the candidate)
● DateDeVacation__c (date jj/mm/aaaa)
PHASE 1
User Stories & Solutions
to explore
 Priority
User Stories - Login from Email

High
User Story 1

As a Temporary contractors qualified in SF

I want to receive every 20th of each month an email to “Hello
[USERNAME]”
remind me to provide my availabilities for the 6 next
months

Acceptance Criteria
URL redirection with the
- From this email, thanks to the unique tracking ID related to the URL, SF unique ID + known email
I can land on an interface that allows me to : address of the candidate
- create my account & connect easily thanks to my Salesforce Contact
Id + my email address
- personalize my user experience : “Hello [FULL NAME]” + basic
Profile settings (full name, email address, mobile phone)
- have a user-friendly experience from my mobile & desktop
 Priority
User Stories - Login from Direct Site

Middle
User Story 1bis

As a Temporary contractors I visit the dedicated

website and want to log on my account to “Hello
[USERNAME]”
provide/update my availabilities for the 6 next months

Acceptance Criteria
Direct access on the LP
[CONTACTId]
+ Login access process
- When I land on the website, I can :
- create my account & connect easily thanks to my Salesforce Contact
Id + my email address
- personalize my user experience : “Hello [FULL NAME]” + basic
Profile settings (full name, email address, mobile phone)
- have a user-friendly experience from my mobile & desktop
 Priority
User Stories - Select my dates

High
User Story 2

As an identified Temporary contractors

I want to be able to provide my availabilities on a
calendar so that I can be assigned to temporary
contracts by the Recruitment Team from Salesforce

Acceptance Criteria [CONTACTId]

On this calendar :
- [DATEVACATIONID]
I can select from 1 to X Dates + Be able to qualify per date the availability during the
- I can have select dates up to 6 months from today Day AND/OR Night
- For each day selected, I can specify if I want to work during
the Day ☀ and/or at Night 🌙
 Priority
User Stories - Update my availabilities

Middle
User Story 3

As an identified Temporary contractors

I go back on the Landing Page so that I can update my
availabilities.

Acceptance Criteria [CONTACTId]

On this calendar :
- [DATEVACATIONID]
I can see easily the selected dates + Be able to qualify per date the availability during the
- I want my availabilities to be saved under my profile so Day AND/OR Night
that I can go back to view / update them
- I can deselect dates I previously selected
- I can click on additional dates
User Stories - Search the most updated Priority
dates in Salesforce
High
User Story 4

As a member of the Fed Santé Recruitment Team, I

need to access to the most updated availabilities of the
Temporary contractors from Salesforce to relate them to
the right mission.

[FEDUSERID]
Acceptance Criteria
Phase 1 :
- The dates of availabilities are synced at least once a day from
the interface to Salesforce From SF, I can search the candidate per
- We should be able to manage the delete of records from the date of availabilities updated either
interface to SF if the candidate has deselected dates once a day or in real time
Phase 2 :
- The dates of availabilities are synced in real time from the
interface to Salesforce
 Priority
User Stories - Updates from SF

High
User Story 5

As a member of the Fed Santé Recruitment Team, I

had a call with my candidates and I need to update their
availabilities on Salesforce.

[FEDUSERID]

Acceptance Criteria

- I can still update the availabilities from Salesforce

which syncs with the interface to always get ISO
- The sync should be ideally in real time but can be first
once a day (we would need to have an overview on
 Priority
User Stories - Admin Features

High
User Story 6

As a member of the Salesforce Team, I need to access

to the admin features of the interface so that I can
manage it and have access to the data stores

[ADMIN]

Acceptance Criteria

- I can edit the settings of the interface and do the user

management
- I can make an extract of the data stored Allow can search the candidate per date
of availabilities updated either once a
day or in real time
Solutions to explore - Web App or Mobile App ?

Calendar This is your App Demo

“New
Temporary
Contracts
available ! ” Your Contacts
Share your
availabilities !

Interface where the Relate the dates of

Email sent to the
dates can be availabilities to each
candidate from
selected per candidate based on their
Salesforce
candidate SF Ids
UI - Inspirations

App App
UI - Inspirations
Current French Competitor - Appel Medical

The Appel Medical app was developed by Randstad which is also a Recruitment Company

They also have a dedicated website

PHASE 2
Additional Features
Add. Features to investigate for the Phase 2

→ These features are a projection and need to be discussed through Workshops with our Recruitment Teams. → However
we must include that we will plan to leverage the experience in terms of recruitment through different phases

Features to explore in Phase 2

Develop a dedicated app to manage their availabilities and additional features related to their contracts

Create the Job records from Salesforce to the Interface

Allow the candidate to submit their applications in few clicks from the interface to Salesforce

Allow the candidate to store some documents related to their contracts

Allow the candidate to pilot their missions and revenues from it

Integrate the invoicing process

Planning & Next Steps

Date Owner Actions

22/02 The Fed Team Meeting with the Recruitment Team to gather all the requirements

03/03 The Fed Team / Anh-Tuan Meeting with Adamo Software

Share additional questions to the FED Team if needed

Week 6th of March Adamo Software Share a first recommandation / specs / estimate to discuss /
Production Planning

End of March The Fed Team Launch of a POC

April The Fed Team Launch of a Phase 2

THANKS !