Recruitment and Selection Process: Bizagi Suite

Recruitment and
Selection Process
Bizagi Suite
Copyright 2014 | Bizagi
Recruitment and Selection | 1
Table of Contents
Recruitment and Selection Process............................................................................................... 3
Process Elements ............................................................................................................................. 6
Recruitment Requisition ....................................................................................................... 6
Job Description Exist? ............................................................................................................ 7
Create Job Description.......................................................................................................... 8
Requisition Needs Approval? ............................................................................................10
Approve Request ...................................................................................................................10
Requisition Approved?......................................................................................................... 11
Job Vacancy Advertisement...............................................................................................12
Selection Process ...................................................................................................................12
New candidates required? ................................................................................................12
Inform About Rejection .......................................................................................................13
Onboarding ..............................................................................................................................13
Job Vacancy Advertisement ........................................................................................................... 14
Process Elements ........................................................................................................................... 14
Job Vacancy Advertisement.............................................................................................. 14
Internal or External? ..............................................................................................................16
Internal Advertisement Publication ................................................................................16
External Advertisement Publication ................................................................................17
Wait for Closing Date ...........................................................................................................18
Receive CVs ..............................................................................................................................18
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Select Initial Candidates to Evaluate ............................................................................. 20

Need changes in the search criteria .............................................................................. 22
Selection Process................................................................................................................................ 23
Process Elements ........................................................................................................................... 23
Psycho technical Test Scheduling................................................................................... 23
Enter Test Result .................................................................................................................... 26
Interview Scheduling ........................................................................................................... 28
Inform about Interview Scheduling ...............................................................................31
Enter Interview Results ........................................................................................................ 32
Other Interview? ....................................................................................................................34
Checking References ...........................................................................................................34
References ok? ....................................................................................................................... 36
Select Candidates.................................................................................................................. 36
Candidate Selected? ............................................................................................................ 38
Offer Salary Negotiation .................................................................................................... 39
Offer Accepted?..................................................................................................................... 41
Medical Examination............................................................................................................ 41
Medical Examination ok? ...................................................................................................42
Inform About Decision........................................................................................................43
Select Process Details ..........................................................................................................44
Performers ............................................................................................................................................46
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Recruitment and Selection Process

Version: 1.0
Author: Bizagi Process Modeler.
Description
The successful companies are those that are able to find, attract and keep the best
people on the market. Having the best qualified staff results in an increase in
productivity, but find those people is not an easy task.
The Human Resources Area needs to carry out different activities in order to find a
person with the skills, abilities, experience and knowledge to fill a vacancy. This
process is usually time-consuming whereby a lot of manual work is required and it
is necessary to coordinate many people in the different stages of the process.
Bizagi offers a new template Recruitment and Selection Process to assist companies
in this process.
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The Recruitment and Selection Process automates and reduces the timescale in
actions such as scheduling and collecting the results of psych technical tests, assigns
interviews, updating the list of candidates, etc.
Finally provides the possibility of controlling and monitoring the performance of the
process, through indicators that can be created using Query Forms and Bizagis
tools like BAM.
Objectives
The process covers:
Requesting a person with certain skills and abilities to fill a vacancy.
Advertising the vacancy internal and external.
Scheduling psych technical test, interviews, medical exams, etc.
Collecting result of test and interviews.
Updating the candidate list.
Automation Scope
Bizagis Recruitment and Selection Process is designed to fill an open vacancy. The
process begins when a Requester opens a recruitment requisition until a person is
chosen.
Process owner
Human Resources
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Global Forms
1. Name: Global_Form
Prototype:
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Process Elements
Recruitment Requisition
Description
The process begins when a person in a department needs to fill a vacancy. It is
necessary to include the skills, abilities, experience and knowledge needed in the
candidate. Also a brief job description is required.
Performers
Requester
Activities
Description
Item
Set Case Creator and date as today
On Enter
Check whether the job description exists. On Exit
Allocations
Condition
Description
Case Creator
The case must be opened by a person

how needs to fill a vacancy.
Forms
1. Name: frm_Recruitment_Requisition
Description: Principal Activity Form
Prototype:
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Form behavior
Description
The form includes a combo, if the job description exists; the information related to
it is update.
Duration
3 hours
Job Description Exist?

Description
The human resources area uses the job description to find the most appropriate
person to fill the vacancy because this document provides relevant information
about the position.
The job description includes the general task, functions,
responsibilities, position reports. Also the skills and the knowledge needed, salary
range, benefits, etc.
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Gateways
No: If the job description does not exist, an analyst of human resources
department creates it.
Yes: If the job description exists the process continues to the next gateway.
Create Job Description

Description
If the vacancy does not have a job description, an analyst of human resources must
create it.
The job description includes the general task, functions, responsibilities, skills and
knowledge of the position. Also the salary range and benefits are included. A job
description is a very important document, it is not only use to the recruitment and
selection process, also helps in training and development programs, establish job
performance standards and benchmarking your organizations jobs to name a few.
Performers
Human Resources Analyst
Activities
Description
Item
Set Job Description Creator and Date On Enter

attributes as Current Assign and Todays.
Allocations
Condition
Description
Analyst of Human Resources
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Forms
1. Name: frm_Create_Job_Description
Prototype:
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Forms behaviors
Description
All the renders are required.
Duration
1 day
Requisition Needs Approval?

Description
If the requester does not have level of authority to request a vacancy his or her boss
must approve the requisition.
Gateway
Yes: If the requisition needs approval, the process continues to the Approve
Request task.
No: If the requisition does not need approval, the process continues to the
Job Vacancy advertisement sub process.
Approve Request
Description
The Requesters Boss approve the requisition, the task is performed only if the
requester does not have the correct authority level.
Performers
Requester's boss
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Allocations
Condition
Description
Requesters Boss
It is necessary to evaluate the authority

level of the requester and his or her
boss.
Forms
1. Name: frm_Approve_Request
Prototype:
Requisition Approved?
Description
The gateway evaluates if the requisition was approved.
Gateway
No: If the manager rejects the requisition, the process continues to the task
Inform About Rejection task.
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Yes: If the manager approves the requisition, the process continues to the
Advertisement sub process.
Job Vacancy Advertisement

Description
The Human Resources area must arrange and place the advertisements in an
appropriate medium. The advertisements can be placed internal or externally, the
template gives the flexibility to choose between it.
Selection Process
The selection process evaluates possible candidates for a vacancy, the sub process
includes test and interview scheduling, enter their results and select the person.
New candidates required?

Description
The gateway validates if new candidates are required
Gateways
Yes: If new candidates are required, the process returns to the Job
Vacancy Advertisement sub process
No: If new candidates are not required the sub process ends.
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Inform About Rejection

Description
If the Requesters Boss rejects the requisition, the person who made it must be
informed.
Notifications
Description
Recipients
Email subject Email body
Inform about Requester
Requisition
the rejection
Rejection
Good day
The case <CaseNumber> to fill the

<Recruitment.Title> vacancy was
rejected
because
<Recruitment.ApprovalComments>
Best regards
Human Resources Team
Onboarding
Description
The entry of new employees into a company is usually time-consuming entailing a
lot of manual work and it is necessary to coordinate many people in the different
stages of the process. For this reason, delays often occur in the starting date or in
the allocation of a workstation. The Onboarding sub process assists companies in
this process. Onboarding focuses on how to integrate new employees into the
organization, prepare them to execute their functions properly and to quickly
become productive members of the organization.
For more information visit our Process Central.
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Version: 1.0
Process Elements
Description
It is necessary to create an appropriate strategy to find the potential candidates. It
is possible to choose between an internal or external advertisement. The ad must
be created and published in the chosen media.
It is important to remember that when the advertising is planned it is necessary to
consider the type of position as well as the intended audience and applicant pool.
Performers
Allocations
Condition
Description
The person is chosen by load.
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Forms
1. Name: frm_Position_Advertisement
Prototype:
Forms behaviors
Description
All the renders are required
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Internal or External?
Description
The gateway validates if the advertisement is internal or external, this decision is
made by the human resources area depending on the needs y/o policies of the
company.
Gateways
Internal: If the advertisement is internal, the process continues to the Internal

Advertisements Description task.
External: If the advertisement is external, the process continues to the

External Advertisements Description task.
Internal Advertisement Publication

Description
Publish the internal advertisement publication throughout the company.
Notifications
Description
Recipients Email
Email body
subject
All
Internal
company
Advertis
ement
Publicati
Good day
The following <Recruitment.Title> vacancy
is open
on
Description:
<Recruitment.JobAdvertisement.JobDescript
ion
Location:
<Recruitment.JobAdvertisement.Location>
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Ideal
Candidate:
<Recruitment.JobAdvertisement.IdealCandi
date>
If you are interested in participating in the

selection process please send your CV to
<Recruitment.JobAdvertisement.ContactDet
ails>
Thank you
Humans Resources Team
External Advertisement Publication

Description
Notify the company that will publish the ad.
Notifications
Description Recipients
Email
Email body
subject
Description Medium
External
Good day
s of the ad chosen for Advertise

of
the the
ments
advertisem publication Publicati

ent.
on
Our company is looking for candidates in

order to fill the <Recruitment.Title> vacancy.
It is necessary to publish the following ad:
<Recruitment.JobAdvertisement.JobTitle>
<Recruitment.JobAdvertisement.CompanyD
escription> seeks a candidate to
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<Recruitment.JobAdvertisement.JobDescrip
tion>
to
work
at
<Recruitment.JobAdvertisement.Location>
The
candidates
needs
<Recruitment.JobAdvertisement.IdealCandi
date>.
The
positions
above,
offer
<Recruitment.JobAdvertisement.SalaryGuid
e> salary.
To apply, send cover letter and resume to
<Recruitment.JobAdvertisement.ContactDet
ails>
before
<Recruitment.JobAdvertisement.ClosingDat
e>
Thank you
Wait for Closing Date

Description
Wait until the closing date to choose between the curriculums vital received.
Receive CVs
Description
If the process can continue with the candidates received before the closing date,
the event is performed.
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Forms
1. Name: Principal Form Event
Prototype:
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Select Initial Candidates to Evaluate

Description
Choose the people that are going to start the selection process. The candidates
information must to be included, such as name, contact information and the
curriculum vital file
Performers
Activities
Description
Item
Validate the number of candidates that On Exit

begin the process
Allocations
Condition
Description
The person is chosen by load.
Forms
1. Name: Principal Activity Form
Prototype:
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Forms behaviors
Description
It is necessary to validate the number of candidates included.
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Need changes in the search criteria

Description
The gateway checks, if there is enough candidates to start the process.
Gateways
No: If there is not enough candidates to start the selection process, the
process returns to the Position Advertisement activity, where it is possible to
change the search criteria
Yes: If the process can continue with the candidates received, the process
continues to the Selection Process sub process.
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Selection Process
Version: 1.0
Process Elements
Psycho technical Test Scheduling
Description
The Human resources analyst schedules the various test needed to select the
candidate. The date and the location must be included for each candidate
Performers
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Activities
Description
Item
Validate that at least one test are On Exit

included to each candidate
Allocations
Condition
Description
The task is assigned by load
Forms
1. Name: frm_Psychotechnical_Test_Scheduling
Prototype:
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2. Name: Form_Add_Test
Description: Form to include a test
Prototype:
Forms behaviors
Description
the form includes a link to the complete job description
Notifications
Description
Inform
Recipients
Email subject Email body
about Candidates Test
the
test
scheduling
Scheduling
Dear
Mr/Ms
<Candidates.Name>
<Candidates.LastName>
In order to continue with the

selection
process
for
<Candidates.Recruitment.Title> it is
necessary for you to undertake
following test: <Test.Name>, please
reports
to
<Location>
on
<ApplicationDate>.
Yours sincerely
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Enter Test Result

Description
The result of each test is included, after all the candidates have completed it. The
analyst must decide which of the candidates will continue to the next step
depending on the results.
Performers
Activities
Description
Item
Validate to test each candidate has taken On Exit

the test ant that the results have been
entered.
Allocations
Condition
Description
Forms
1. Name: frm_Entry_Test_Result
Prototype:
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2. Name: FrmGridAddRecruitmentAndSelectionT
Description: Form to include the test result.
Prototype:
Forms behaviors
Description
The form includes a link to the complete job description
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Interview Scheduling
Description
The analyst schedules the interview, it is necessary to include the date, location and
the person who will conduct the interview.
Depending on the result, a candidate may be eliminate after the interview.
Activities
Description
Item
Set the render other interview needed in On Enter

null
Count the number of interviews included On Enter
for each candidate
Validate that an interview is included for On Exit
each candidate selected
Validate the number of candidates On Exit
selected.
Allocations
Condition
Description
Forms
1. Name: frm_Scheduling_Interview_
Prototype:
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2. Name: Edit_candidate_form
Description: Form to edit a candidate in order to include a new interview.
Prototype:
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3. Name: FrmGridAddInterviews
Description: Form to add an interview
Prototype:
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Forms behaviors
Description
The Candidates grid includes a filter, only the selected candidates are shown
Inform about Interview Scheduling

Description
The candidate and the interviewer are informed about date and location of the
interview
Notifications
Description
Recipients
Email subject
Email body
Inform about the Candidates,
Inform Interview Dear Mr/Ms<LastName>
interview
Scheduling
scheduling
Interviewer
In order to continue with the

selection
process
<Recruitment.Title>
of
the
following interview has been

scheduled.
Interview Table
Sincerely,
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Enter Interview Results

Description
The persons how conducted the interview must include the result, and made
comments about it. He or she must indicate if the candidate does not continue to
the process.
Performers
Interviewer
Activities
Description
Item
Set the render Interview performed to On Exit

true
Validate the entry of the results for each On Exit
scheduled interview
Allocations
Condition
Description
Interviewer
The performer is the person who

conduct the interview.
Forms
1. Name: frm_Entry_Interview_Results
Prototype:
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2. Name: Edit_InterviewResults
Description: Form to include the interview results.
Prototype:
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Forms behaviors
Description
Other Interview?
Description
The number of the interviews depends on the level of importance of the position.
The gateway validates if there is necessary to arrange another interview
Gateways
Yes: If the candidates need another interview the process returns to the
Scheduling Interview task.
No: If the candidate does not need another interview the process continues
to next task, Verify References.
Checking References
Description
The references need to be checked in order to get more information about the
candidate and verify data provided by him or her. After checking the references the
candidate can be eliminated from the process.
Performers
Activities
Description
Item

selected, it is necessary to include at
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least the number of vacancies to fill

required.
Validate that the selected candidates On Exit
have a good references.
Allocations
Condition
Description
Forms
1. Name: frm_Cheking_References
Prototype:
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Forms behaviors
Description
The form includes a link to the complete job description.
The candidates grid includes a filter, only the selected candidates are shown
References ok?
Description
The gateway validates results of the references.
Gateways
No: If the references have any problem or the process needs other candidate,
the process continues to the Select Process Details activity.
Yes: If the candidate or candidates can continue the process, it continues to

the next task, select candidates.
Select Candidates
Description
The person who created the case must select the final candidate.
Activities
Description
Item

selected.
Create a Letter with the salary offer.
On Exit
Allocations
Condition
Description
Requester
The task is performed by the case

creator.
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Forms
1. Name: frm_Select_Candidates
Prototype:
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Forms behaviors
Description
The form includes a link to the Complete Job Description
Notifications
Description
Inform
Recipients
Email subject
about Candidate and Salary Offer
the salary offer
Email body
Dear Mr/Ms <LastName>
Requester
<Recruitment.Companyname>
is pleased to offer you the
position as <Recruitment.Title>
at
<Recruitment.Area.areaName>
area.
<JobOffertLetter>
Sincerely,
Candidate Selected?
Description
The gateway validates if the process can continue with the candidates selected.
Gateways
No: If the process needs new candidates the process returns to the Selection
Process Details.
Yes: If new candidates are not needed, the process continues to the Offer
Salary Negotiation.
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Offer Salary Negotiation

Description
It is necessary to present a salary offer to the selected candidates, during this task
the candidates and the Human Resource analyst must agree in the salary offer.
Activities
Description
Item

selected
Allocations
Condition
Description
Forms
1. Name: frm_Offer_Salary_Negotiation
Prototype:
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Forms behaviors
Description
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Offer Accepted?
Description
The gateway validates if the candidate accepts or rejects the offer.
Gateways
No: If the offer is rejected, the process continues to the Select Process Details
task.
Yes: If the offer is accepted, the process continues to the Medical

Examination task
Medical Examination
Description
The candidate is sent for a physical examination. The examination is to determinate
if the candidate is physically fit to perform the job. The result must be included
Performers
Doctor
Activities
Description
Item
Validate that the exam results have been On Exit

included for each candidate.
Allocations
Condition
Description
Doctor or Human Resources Analyst
The task is performed by a Doctor, but

the results can be included by the
Doctor or the Human Resources Analyst
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Forms
1. Name: frm_Medical_Examination
Prototype:
Forms behaviors
Description
Medical Examination ok?

Description
The gateway validates if the process can continue with the candidates selected.
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Gateways
No: If the candidate is not physically fit to perform the job, the candidate is
rejected and the process returns to the Select Process Details task.
Yes: If the candidates passed the physical examination, the process continues
to the next task
Inform About Decision

Description
Inform about the final decision
Notifications
Description
Inform
Recipients
about Requester
New employees
Email subject
Email body
New Employees
Dear
<Recruitment.Requester>
The
following
people
were selected for the

position
of
<Recruitment.Title>
Candidates Table
Sincerely,
Human Resources
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Select Process Details

Description
During A Selection Process it is possible to need more candidates, if at any point
during the process this happens, this activity is performed. The Human Resources
Analyst decides what to do.
Allocations
Condition
Description
The task is assigned by load.
Forms
1. Name: frm_Selection_Process_Details
Prototype:
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Forms behaviors
Description
All the candidates included in the beginning are shown.
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Performers
Human Resources Analyst (Role)
The persons who belongs Human Resources area, he or she must lead the selection
process.
Requester (Role)
The person who makes the personnel requisition.
Doctor (Role)
The person who makes the physical exam of the selected candidates.
Interviewer (Role)
The persons who conduct an interview, in the process several people are
interviewed.
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Copyright 2014 | Bizagi

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Recruitment and Selection | 2

Select Initial Candidates to Evaluate ............................................................................. 20

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