Module recruitment instruction for recruitment

FPT INFORMATION SYSTEM CO., LTD
FPT INFORMATION SYSTEM CORPORATION

IMPLEMENTATION OF THE SOFWARE HUMAN
RESOURCES & PAYROLL MANAGEMENT FPT.iHRP
FOR SAIGON SHIPYARD CO., LTD

USER MANUAL
EMPLOYEE SERVICE MODULE

Project code: iHRP_TRIYARDS
Document code: iHRP_TRIYARDS_UM_SELF SERVICE
Version: V1.0

HCM, 10/2014


iHRP_TRIYARDS –User manual- Employee service module

v1.0

Index

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I

v1.0

Overview

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I.1

v1.0

Purpose

o This document is created to guide users to use ESS module.

I.2

Scope

This ESS includes some function below:

o View profile
o Update personal information
o Register overtime or leave online or project online
o Create recruitment request and approve online
o Change login password

I.2.1.1 Recruitment

I.2.1.1.1

Manpower request

I.2.1.1.1.1 Recruitment request online

-

Purpose: to create and send to approve recruitment request when they need to
hire new employee.

-

Object user: Authorized user

-

Screen description:

o Actions: Go to SELF SERVICE Recruitment Recruitment request
online, screen as below:

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o Add new and Save data:


Input the below information:

•

Job position:

o The system creates base on account name +
requested date.

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•

Type of recruitment, Job title, Requested date, quantity
required, requirement for: Company, Entity… These
information are be must

•

Approved by: This field only show approver’s name

•

Description Requirement Detail: user can enter requirement
detail in here. The screen as below:

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o Replaced Recruitment Information: user can enter
information of replaced recruitment. User check as
below screen



…

Click button “Save” to save all information -> Manpower Request No.
will be created automatically.

o Transfer the manpower request to approver


Click button “Transfer”: Transfer the manpower request to approver.
Note: If the manpower request are transferred to approver, the
manpower request can’t edit



The system will automatically send the email to approver

o Button “Add new”: click this button to clear the screen and add new
manpower request.

o Button “Request list”: click this button to back Online Requirement List.

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I.2.1.1.1.2 Cancel recruitment online

-

Purpose: to cancel the approved manpower request.

-

Object user: Authorized user

-

Screen description:

o Actions: Go to SELF SERVICE RecruitmentManpower request Cancel
recruitment online, screen as below:

1

3

2

o Search data:


User input the filter condition



Click button “Search”  the results will be display in data grid

o Cancel manpower request:



Select the manpower request need to be cancelled



Click button “Cancel” to cancel the manpower request



The system will automatically send email to approver.

o Button “Export”: click this button to export information in data grid to excel
file.

o Button “Refresh”: Clear the screen.
I.2.1.1.1.3 Recruitment list online for approval

-

Purpose: to review and approve the manpower request.

-

Object user: Authorized user

-

Screen description:

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o Actions: Go to SELF SERVICE RecruitmentRecruitment list online for
approval, screen as below:

1

3

2
o Search the info: using this button to find sent manpower request base on
filter condition.

o Approve the manpower request


Check all rows need to be approved.



Click button “Approve”: Agree with manpower request. The system

will automatically send the email to creator or the next approver

o Reject the manpower request:


Check all rows need to be rejected.



Click button “Reject”: Not agree with manpower request. The system
will automatically send the email to creator

o Button “Refresh”: Clear the screen.
o Button “Export”: click this button to export list of manpower request from data
grid to excel file
Remark: For rejected manpower request, user login to “Online requirement list”
to find the manpower request and edit it then send to approve again.
I.2.1.1.1.4 Online requirement list

-

Purpose: to view list of manpower request.

-

Object user: Authorized user

-

Screen description:

Go
to
SELF
SERVICE
RecruitmentManpower
requestRequirement online list, screen as below:

o Actions:

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o Search data


User enter filter condition



Click button “Search”  the results will be display in data grid

o Transfer the manpower request to approver



Click button “Transfer”: Transfer the manpower request to approver.
Note: If the manpower request are transferred to approver, the
manpower request can’t edit



The system will automatically send the email to approver

o Delete the manpower request


Check all rows need to be deleted.



Click button “Delete” to delete data. Note: The status are deleted: add
new, reject.

o Button “Export”: click this button to export information in data grid to excel
file.

o Button “Refresh”: Clear the screen.

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II.Recruitment implement
1

MR follow up

1

Description of requirement: Allows creation of detailed recruitment plan reality.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

The management information:

–

Monitor describes the information : Re -> Recruitment implement -> MR follow up. .

–

Detail info:

Code options: allow Users entering (or automatically generated if set) code new
plan.

Name of the plan: allows Users entering (or automatically generated if set)
name alternatives.

Start date: allows Users dates and begin applying recruitment plans.

Block organization: mirroring the organization responsible employers, allowing
the selected companies would like to operate (for large companies, there are
many subsidiaries under the Corporation)

departments: allows Users select units of the selected company.

Department: allows Users select departments of companies have chosen.

Entity: Allows Users select group / groups of companies was selected.

Date of filing: allows Users dates and start accepting applications.

Date of recruitment: allows Users enter a start made to recruit.

The number of days in charge: The program automatically calculates the
number of days based on the receipt date of submission of soda in.

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The recruitment day: automatically displayed based on the date entered dungda
recruitment.
Employment Source: Allows selection of supply source candidate recruitment.
Employment Content: Users enter information allows employers.
Note: allows Users enter other information.
Code requirements: Users select the required permit employers need to create
recruitment plans. The information comes to recruitment requirements will
automatically load onto the screen.







2

Manipulation on the button:

o Add new: allows deleted data on screen activated the user.

o Save: Allows Users save information has been entered into the program. After
saving the new plan for the program, Users can create as many rounds of
interviews and more candidates in the following operations: Click "Select" to
open the screen -> Search the interview (or name applicants User) -> Save ->
selection screen:
o List of options: switch to the "List of hiring plans."
o Close PA: Enables Users to close recruitment plans after having completed the
recruitment process.
o Open PA: allows Users reopen recruitment plan dadongde edit (if any).
o Checkbox "List of candidates belonging to other PA is open": Displays a list of
candidates who have been selected in the present embodiment but also being
selected in the plan Vacancies -> meaningful help recruit staff note use of this
special case.
2
1

MR follow up list

Description of requirement:
o Check the list of recruitment plans were entered into the system.
o Create new recruitment plan for recruitment requirements other.

2

Users: Recruitment Specialist / Staff is authorized.

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Request details:
1

–

v1.0

The management information .

Monitor describes the information : Re -> Recruitment implement -> Mr follow up list
.

1

2

Manipulation on the button
o Search: allows the search list recruitment plans according to the entry
requirements in the area (1).
o Refresh: lets erase information entered in the (1) to re-enter.
o Creating PA: Open Screen "recruitment plan" to enter the recruitment plans of
the different recruitment requirements.
o Delete: allows deleting selected recruitment plan on the net.

Export data: data export to Excel files on the net.
3

Interview schedule

1

Description of requirement: Lets create calendar for the required interview with
candidate recruiting participants apply.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

–

The management information :

Monitor describes the information : Re -> Recruitment implement -> Interview
schedule.

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Detail info:
o Code requires TD


Click on the "..." button to select "Employment Requirements" from the
list.



Information on Employment Requirements will be automatically
displayed after selecting stocks recruitment requirements.

o Option:


After selecting "Request recruitment" list on Demand Option
recruitment will be displayed.



Click the "Option" from the list, the program will display the

information of "Round recruitment".



Click on "Round recruitment" to display a list of candidates
participating.

Enter the series:


Check choose to display the information filled series for candidates.



Interview turn: check choose will set up an interview time for candidates
turn to the "Duration" respectively.



After entering the information, check the flow of information selected
candidates should fill in the data, press "Enter" to fill data.

Functionality
- Allow update interview schedule for recruitment requirements and delete unused
recruiting calendar, send mail to notify the Reporter vaung member.
o Click on the column "Mail" to perform mail:
–

Submit people Reporter: send mail to the interviewer.

–

Submit candidates: send mail to applicants.

–

Letter Reporter: Export letter to candidates.

–

Information interview schedule for the recruitment requirements may apply to
participate:

o Enables setting required code recruiting, hiring plans.
o Date of interview, interview time, duration, location, interviewer.

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–

Lets you view a list of scheduled employment under the plan / recruitment

requirements.

–

Note: To schedule the next round of recruitment, forced recruitment record results of
the previous round.
4

Interview schedule list

1

Description of requirement: See a list of candidate recruiting calendar entered into the
system.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

–

The management information.

Monitor describes the information: Re -> Recruitment implement -> Interview
schedule list .

1

(1) Enter search requests entered dungda recruitment.
o Once selected, the information accompanying the recruitment requirements will
automatically show.
o The hiring plan will also display attached when selecting recruitment requirements.
3.2. Manipulation interface:
o Select recruitment requirements

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o Select recruitment plan
o Select the link "Round" on the grid to see details of each candidate interview schedule.
5

Recorded results

1

Description of requirement: Allow Users recognize the results of interviews of
candidates after receiving information from the interviewer.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

-

The management information :

Monitor describes the information: Re -> Recruitment implement -> Recorded results .

Detail info:
o Code requires TD
–

Click on the "..." button to select "Employment Requirements" from the list.

–

Information on Employment Requirements will be displayed after selecting stocks
recruitment requirements.
o Option:

–

After selecting "Request recruitment", the list of alternatives as required employers
will be shown.

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–

Click the "Option" from the list, the program will display the information of "Round
recruitment".

–

Click on "Round recruitment" to display the list of candidates to participate.
o Fill out fast:

–

Select information "Results".

–

Enter "Notes"

–

Choose cacung grid members.

–

Press "Fast Fill"

–

Save Park.

3.2. Functionality
–

Enables updated results of the candidates interviewed and export and import data from
excel file.

–

The interviews of candidates after receiving information from the interviewer:
o Recognition of results in each round of recruitment.

–

Beans within TD: candidates will be scheduled and audition the next round of
interviews

–

Fail TD Round: Candidates will be removed from the list within the next exam and
passed information about the function "Considering candidates fail"

–

Characteristics ways: going straight to within specified (only the situation where there
are three or more rounds of interviews)

–

Pending: information of the candidate contests will be kept waiting for the results.

–

Forward negotiations: through all the remaining rounds of interviews, transferring
information about the "Negotiations with the candidate"

–

Allow lists the results after the interview. This result is the basis for hiring staff
recruitment schedule and send email notifications next to the candidates.

–

Note: when the record results of the candidate, the candidate is recognized Transfer
negotiations, will move across the screen to browse online at Modul salary Personal
Services / Recruiting / Browse -> to approve candidates salary salary through the grant
approval.

6

1

Recorded results list

Description of requirement:
o View detailed results of each round of candidate recruitment.
o Remove result of the interview.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

–

The management information:

Monitor describes the information : Re -> Recruitment implement -> Recorded results
list .

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(1) Enter search list dungda import entry requirements.
o Once selected, the information accompanying the recruitment requirements will
automatically show.
o The hiring plan will also display attached when selecting recruitment requirements.
3.2. Manipulation interface:
o Select recruitment requirements
o Select recruitment plan
o Select the link "Round" on the net to see more results of each candidate recruitment.
o Click "Clear" recruitment results on grid selected (if necessary).
7
1

Description of requirement: Candidate recruitment beans coming round section
negotiating work conditions and policies.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

-

Candidate Dealing

The management information :

Monitor describes the information : Re -> Recruitment implement -> Candidate
Deadling .

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Detail info:
o Code requires
Click on the "..." button to select "Employment Requirements" from the list.
Information on Employment Requirements are Understand market.
o Option:

After selecting "Request recruitment" list of schemes according to recruitment
requirements will be displayed.
Click the "Option" from the list, the program will display the information the
candidate has passed through negotiation.
3.2. Functionality
o Noting the results of negotiations with the candidate:
Accept: Chuyenung member to list "Transfer of staff candidates."
Reject: Switch to list candidates "Considering candidates fail".
o "Export": The export data to excel.
8

1

Description of requirement: Lets look for unsatisfactory candidate recruitment.

2

Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

-

Failed Candidate List

The management information :

Monitor describes the information : Re -> Recruitment implement -> Failed candidate
list.

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Detail info:
o Code requires
o Click on the "..." button to select "Employment Requirements" from the list of
recruitment requirements.
o The information on recruitment requirements will be displayed automatically
after selecting recruitment requirements.
o Option:
o After selecting "Request recruitment" list on Demand Option recruitment will
be displayed.
o Click the "Option" from the list, the program will display the list of candidates
was "Reject" in the display "Negotiating with candidates' and list members
expulsion candidate recruitment.
o Recruitment Officer may send email thank toiung unsatisfactory staff with email
content is defined in functions: System Parameters  thong Mail Template.

o If you click "Accept": the selected candidate does not achieve the net will be
moved to the Successful candidate list and wait staff moved into the screen
"Submit Candidate"
o Recruitment Officer can also export form letter thank candidates fail to choose
the link "Letter of thanks" on grid display.
3.2. Functionality
o Allows transfer failed candidates through negotiation and export data to excel
o Allow to send out thank you notes form candidates failed companies.
9

1

Submit Candidate

Description of requirement: Allows transfer all information of applicants who have
successfully negotiated the staff.

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Users: Recruitment Specialist / Staff is authorized.

3

Request details:
1

v1.0

The management information:

-

Monitor describes the information: Re -> Recruitment implement -> Submit
Candidate.

–

Detail info:

o Code requires TD
Click on the "..." button to select "Employment Requirements" from the list.
Information on Employment Requirements will be displayed automatically after selecting
recruitment requirements.
o Option:
After selecting "Request recruitment" list on Demand Option recruitment will be displayed.
Click the "Option" from the list, the program will display the information the candidate has
successfully negotiated at the screen "Negotiations with the candidate" and allowed staff nhano
cacung screen "Xetung members fail" .
Recruitment Officer can email matriculation contents denung designed park with candy display:
thong Join so Mail Template System.
o Status:

Transfered: the candidate has been transformed into staff.
Not transfered: the candidate has not been converted into staff.
Select all: gomung who have moved and have not changed to employees.
3.2. Functionality
- Allows transfer the candidate information into employee information or refuse to negotiate with
the candidate.
- Indicates information transfer of staff candidates:
o Noting the information in the invitation received:
Offer Letter to update information, has 2 inputs:

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- Enter the hand "Offer Letter" (2): Click (2) share offer letter on the data grid, enter all the
required information transfer via on-screen personnel offer letter, as the work unit, labor contract ,
Information allowances, More ....
Note:
+ Enter all of the red field on the screen.
+ The information on the display screen will switch over process is working, contract information,
the basic salary.
+ Recruitment Division are only probationary contract.

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I
mport offer letter: Click "Enter offer letter (1)" allow entering information into excel file under Fpt
designed melon pieces on the program.
+ Get FPT pieces excel file: click "View format" for sampling.
+ The import step: "Choose File" -> "Choose" to import files ->Click "View" information used->
"Save".
o Click the ">>" in the column "Transfer" on the transfer of information luoide of candidates
(background, work experience, qualifications / certificates, skills, aspirations, resume, ... ) to HR

management.
o For internal candidates do not pass information through resumes for the information already
available in the system.

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