1 Applicant Tracking System Community General Hospital Community General Hospital Human Resource Department Human Resource Department Roughly 10 peopleRoughly 10 people 2 people are recruiters2 people are recruiters Current method uses paper Current method uses paper Desire to automate applicant system Desire to automate applicant system Interview 3 people Interview 3 people 2 Recruiters2 Recruiters 1 Secretary1 Secretary

2 Flow Model Recruiter Review Applications Interview Applicants Recommend or Deny Applicants Schedule Interviews Hiring Manager Interview Applicant Accept or Reject Applicant Write Job Description Schedule Interviews Applicant Fill out job application Attend Interview Secretary Accept Applications Provide Comments on Applicants File Applications Send Rejection and Offer Letters Schedule Interviews Filed Applications Application of Accepted Applicant Acceptable Applications Rejected Applications Rejection Forms Accepted Applications Accept/Hire Forms Acceptable Applications Notes on First Interview Application Offer Letter Rejection Letter Schedule Interview Schedule Interview Schedule Interview

3 Sequence Model ACTIVITYINTENTABSTRACT STEP Accept Applicants  Review application  Receive application on desk or via  Review application  Review resume Interview Applicants  Set up first interview  Set up second interview  Compare applicant’s experience with required experience  Schedule an interview  Interview applicant  Approve second interview  Schedule an interview  Interview applicant Hire Applicants  Hire applicant  Fill out applicant processing form  Schedule background check  Create offer letter  Send offer letter  File application

4 Artifact Model Part 1 Company Name Application Status Applicant Evaluation Status: Date:  Status 1Date 1  Status 2Date 2  Status 3Date 3 Candidate Name: Job Title: Decline Reasons: ÿReason 1 ÿReason 2 Result: ÿResult 1 ÿResult 2 Include most referenced applicant information at the top for quickest access Next include applicant status for easy tracking Next include applicant evaluation Not Filled out by recruiter visible to applicant Filled out by recruiter Not visible to applicant

5 Artifact Model Part 2 Employment Application Basic Information Education Professional Registration or Licensure Military Experience Employee History Special Skills References Lastly include employment application for reference purposes Filled out by applicant

6 Physical Model Chair Counter Chair Computer Office Secretary Walk applications to recruiter’s office or send via Cubicle Storage Recruiter’s Office Applicants drop off applications at counter or send applications via to secretary

7 Cultural Model Federal Regulation and Laws HR Director Recruiting Manager Hiring Manager RecruiterApplicant Secretary Legend: Influencer who affects the work Influence on the work Power or authority Follow the law! Find good applicants We need more good applicants I want this job Find good applicants

8 Vision Applicant Interviewers Computer with buttons to: send rejection letter, create Interview Sheet, send schedule of interview to applicant. Manage interview schedule. --Supports questions from applicant. --Can monitor interview load. File with application and resume. Computer with buttons to: Notify that application is ready, confirm interview. Input paper application. --Access to application files. --Communicate status of application. Application with resume Application Activity Sheet. Interview Sheet. Start interview process. Manage offer letter. Secretary Mail containing applicant’s application and resume. Offer package. Job application and resume. Communicates interview schedule and rejection status

9 User Environment Design Conduct Interview Purpose: Capture details of the interview with employment candidate. Functions o View prepared questions o Record candidate responses o Record interviewer comments o Record interviewer recommendation Links > View Applicant Information > Create Offer Package Work Objects Applicant Interview Interviewer Position Issues How can the interviewer capture all required information without breaking the flow of the interview? Roles Recruiter Interviewer View Applicant Information Purpose: Provide access to applicant’s data and status of application process. Functions o Schedule interview o View application status o Cancel scheduled interview o View application o View supporting information o Edit information o Provide comments Work Objects Applicant Application Resume Schedule Issues How long is the information retained? What happens if the position applied for is filled? Roles Secretary Recruiter Interviewer

10 Story Boards Secretary sees application file(s). Click interview icon on monitor Application Activity Sheet Applicant Name: John Doe Application Filename: MyApp.file Application Complete: Yes Status: good – proceed to recruiter Recruiter Name:. etc Application Activity Sheet pops up. Presses button to recruiter that application is ready Recruiter opens . Sees the Application Activity Sheet. Application Activity Sheet Application Filename: MyApp.file Application Complete: Yes Recruiter Comments: Status: Proceed.etc Application Activity Sheet pops up. Presses button to search for available time on personal calendar.

11 Story Boards Time is found on the calendar Applicant receives or letter Recruiter opens . Waits for the interview. Application Activity Sheet Application Filename: MyApp.file Application Complete: Yes Recruiter Comments: Status: Proceed Recruiter Interview Scheduled: Yes.etc Application Activity Sheet pops up. Presses a button to to recruiter that the interview is confirmed. Press button to send and letter to applicant for scheduled interview. Click interview icon on monitor.

12 Story Boards 2.2. Interview sheet pops up on the monitor with information from Application Activity Sheet. Recruiter prepares for interview. Accesses the Application Activity Sheet Presses button to create Interview Sheet. Interview Sheet Applicant Name: John Doe Application Filename: MyApp.File Interviewer Name: Recruiter Interview date: Comments: etc. Waits for applicant… 3.3. Applicant and interviewer conduct the interview. Interview Sheet Applicant Name: John Doe Application Filename: MyApp.File Interviewer Name: Recruiter Interview date: Comments: etc. Interview ends…applicant leaves. Interviewer enters details during interview Interviewer completes the Interview Sheet. Interview Sheet Applicant Name: John Doe Application Filename: MyApp.File Interviewer Name: Recruiter Interview date: Today Comments: Not a good candidate Status: REJECTED Application Rejected Application rejected… Rejection button. Letter to applicant delayed 3 days. to secretary - rejected application.