Documentation manual

Bizagi Process Modeler

www.bizagi.com
 Table of Contents

1 RECRUITMENT AND SELECTION PROCESS ..................................................................................................... 5

1.1 RECRUITMENT AND SELECTION PROCESS............................................................................................................. 5
1.2 RECRUITMENT AND SELECTION PROCESS............................................................................................................. 8
1.2.1 Process Elements ..................................................................................................................................... 8

1.2.1.1 Element .......................................................................................................................................... 8

1.2.1.2 Recruitment Requisition ....................................................................................................... 8

1.2.1.3 Approve Request ...................................................................................................................... 9

1.2.1.4 Requisition Approved?........................................................................................................ 10

1.2.1.5 Inform About Rejection ...................................................................................................... 10

1.2.1.6 Element ....................................................................................................................................... 11

1.2.1.7 Job Vacancy Advertisement ............................................................................................. 11

1.2.1.8 Selection Process ................................................................................................................... 11

1.2.1.9 New candidates Required? .............................................................................................. 11

1.2.1.10 Onboarding ............................................................................................................................... 12

1.2.1.11 Job Description Exist? ........................................................................................................ 12

1.2.1.12 Create Job Description ........................................................................................................ 13

1.2.1.13 Requisition Needs Approval? .......................................................................................... 15

1.2.1.14 Requester ................................................................................................................................... 15

1.2.1.15 Human Resources Analyst ............................................................................................... 15

1.2.1.16 Manager...................................................................................................................................... 15

1.2.1.17 Recruitment .............................................................................................................................. 15

1.2.1.18 Selection ..................................................................................................................................... 15

2 JOB VACANCY ADVERTISEMENT ...................................................................................................................... 16

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 2.1 ADVERTISEMENTS ................................................................................................................................................... 16
2.1.1 Process Elements .................................................................................................................................. 16

2.1.1.1 Element ....................................................................................................................................... 16

2.1.1.2 External Advertisement Publication ............................................................................ 16

2.1.1.3 Internal Advertisement Publication ............................................................................. 17

2.1.1.4 Select Initial Candidates to Evaluate ........................................................................... 18

2.1.1.5 Element ....................................................................................................................................... 19

2.1.1.6 Internal or External? ............................................................................................................. 19

2.1.1.7 Element ....................................................................................................................................... 20

2.1.1.8 Need changes in the search criteria ............................................................................. 20

2.1.1.9 Job Vacancy Advertisement ............................................................................................. 20

2.1.1.10 Wait for Closing Date .......................................................................................................... 22

2.1.1.11 Receive CVs ............................................................................................................................... 22

2.1.1.12 Process Continues? .............................................................................................................. 23

2.1.1.13 Element ....................................................................................................................................... 23

2.1.1.14 Human Resourses .................................................................................................................. 24

3 SELECTION PROCESS ............................................................................................................................................... 25

3.1 SELECTION PROCESS .............................................................................................................................................. 25
3.1.1 Process Elements .................................................................................................................................. 25

3.1.1.1 Element ....................................................................................................................................... 25

3.1.1.2 Entrer Test Result ................................................................................................................... 25

3.1.1.3 Enter Interview Results ....................................................................................................... 27

3.1.1.4 Checking References ............................................................................................................ 29

3.1.1.5 Interview Scheduling ........................................................................................................... 30

3.1.1.6 Psychotechnical Test Scheduling ................................................................................... 32

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 3.1.1.7 Inform about Interview Scheduling ............................................................................. 34

3.1.1.8 References ok?......................................................................................................................... 35

3.1.1.9 Medical Examination ........................................................................................................... 35

3.1.1.10 Select Candidates ................................................................................................................... 36

3.1.1.11 Candidate Selected? ............................................................................................................. 38

3.1.1.12 Inform About Decision ....................................................................................................... 38

3.1.1.13 Element ....................................................................................................................................... 39

3.1.1.14 Offer Salary Negotiation.................................................................................................... 39

3.1.1.15 Other Interview? ..................................................................................................................... 40

3.1.1.16 Select Process Details .......................................................................................................... 41

3.1.1.17 Process Continues?................................................................................................................ 42

3.1.1.18 Element ....................................................................................................................................... 42

3.1.1.19 Offer Accepted? ...................................................................................................................... 42

3.1.1.20 Medical Examination ok? ................................................................................................... 42

3.1.1.21 Human Resourses Analyst ................................................................................................. 43

3.1.1.22 Doctor .......................................................................................................................................... 43

3.1.1.23 Requester ................................................................................................................................... 43

4 PERFORMERS ............................................................................................................................................................... 44

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 1 Recruitment and Selection Process
Version: 1.0
Author: LauraG

1.1 Recruitment and Selection Process

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.

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 Bizagi offers a new template Recruitment and Selection Process to assist companies in this
process.

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 bizagi’s 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

Bizagi´s 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

Global Forms

1. Name: Global_Form

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 Prototype:

2. Name: Global_Advertisement_Form

Prototype:

3. Name: Selection_Process_GlobalForm

Prototype:

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 1.2 Recruitment and Selection Process
Description

the most competitive companies are those able to attract the best talent when and where they are
most needed.

1.2.1 Process Elements

1.2.1.1 Element

1.2.1.2 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

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 Prototype:

Forms behaviors

Description

The form includes a combo, if the job description exists, the information related to it is update.

Duration

3 hours

1.2.1.3 Approve Request

Description

The Requester’s Boss approve the requisition, the task is performed only if the requester does not
have the correct authority level.

Performers

Requester's boss

Allocations

Condition Description

Requester´s Boss It is necessary to evaluate the authority level of

the requester and his or her boss.

Forms

1. Name: frm_Approve_Request

Description: Principal Activity Form

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 Prototype:

Duration

1 day

1.2.1.4 Requisition Approved?

Description

The gateways evaluates if the requisition was approved.

Gates

No

Condition

If the manager rejects the requisition, the process continues to the task Inform About
Rejection task.

Yes

Condition

If the manager approves the requisition, the process continues to the Advertisement sub
process

1.2.1.5 Inform About Rejection

Description

If the Requester´s Boss reject the requisition, the person who made it must be informed.

Notifications

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 Description Recipients Email subject Email body

Inform about the Requester Requisition Good day

rejection Rejection

The case <CaseNumber> to fill the

<Recruitment.Title> vacancy was
rejected because
<Recruitment.ApprovalComments>

Best regards

Human Resources Team

1.2.1.6 Element

1.2.1.7 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 give the flexibility to choose
between it.

Diagram

Job Vacancy Advertisement

1.2.1.8 Selection Process

Description

The selection process evaluates possible candidates for a vacancy, the sub process includes test and
interview scheduling, enter their results and select the person.

Diagram

Selection Process

1.2.1.9 New candidates Required?

Description

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 The gateway validates if new candidates are required

Gates

Yes

Condition

If new candidates are required, the process returns to the Job Vacancy Advertisement sub
process

No

Condition

If the process can ends, a signal is send to open a case of Onboarding,

1.2.1.10 Onboarding
Description

When the process is ended, a signal is sent to open a new case of Onboarding.

The process will be available soon.

1.2.1.11 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
descriptions includes the general task, functions, responsibilities , position reports. Also the skills
and the knowledge needed, salary range, benefits, etc.

Gates

No

Condition

If the job description does not exist, an analyst of human resources department creates it.

Yes

Condition

If the job description exists the process continues to the next gateway.

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 1.2.1.12 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 organization´s
jobs to name a few.

Performers

Human Resources Analyst

Activities

Description Item

Set Job Description Creator and Date attributes On Enter

as Current Assign and Today’s

Allocations

Condition Description

Analyst of Human Resources

Forms

1. Name: frm_Create_Job_Description

Description: Principal Activity Form

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 Prototype:

Forms behaviors

Description

All the renders are required.

Duration

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 1 day

1.2.1.13 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.

Gates

Yes

Condition

If the requisition needs approval, the process continues to the Approve Request task.

No

Condition

If the requisition does not need approval, the process continues to the Job Vacancy
advertisement sub process.

1.2.1.14 Requester

1.2.1.15 Human Resources Analyst

1.2.1.16 Manager

1.2.1.17 Recruitment

1.2.1.18 Selection

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 2 Job Vacancy Advertisement
Version: 1.0
Author: LauraG

2.1 Advertisements

2.1.1 Process Elements

2.1.1.1 Element

2.1.1.2 External Advertisement Publication

Description

Notify the company that will publish the ad.

Notifications

Description Recipients Email subject Email body

Descriptions Medium External Good day

of the draft of chosen for Advertisement
the the s Publication
advertisement publicatio Our company is looking for candidates in order to fill
. n the <Recruitment.Title> vacancy.

It is necessary to publish the following ad:

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 <Recruitment.JobAdvertisement.JobTitle>

<Recruitment.JobAdvertisement.CompanyDescription
> seeks a candidate to

<Recruitment.JobAdvertisement.JobDescription> to
work at <Recruitment.JobAdvertisement.Location>

The candidates needs

<Recruitment.JobAdvertisement.IdealCandidate>.

The positions above, offer a

<Recruitment.JobAdvertisement.SalaryGuide> salary.

To apply, send cover letter and resume to

<Recruitment.JobAdvertisement.ContactDetails>
before <Recruitment.JobAdvertisement.ClosingDate>

Thank you

Human Resources Team

2.1.1.3 Internal Advertisement Publication

Description

Publish the internal advertisement publication throughout the company.

Notifications

Description Recipients Email subject Email body

All company Internal Good day

Advertisement
The following <Recruitment.Title> vacancy is
Publication
open

Description:
<Recruitment.JobAdvertisement.JobDescription

Location:
<Recruitment.JobAdvertisement.Location>

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 Ideal Candidate:
<Recruitment.JobAdvertisement.IdealCandidate>

If you are interested in participating in the

selection process please send your CV to
<Recruitment.JobAdvertisement.ContactDetails>

Thank you

Humans Resources Team

2.1.1.4 Select Initial Candidates to Evaluate

Description

Choose the people that are going to start the selection process. The candidate’s information must
to be included, such as name, contact information and the curriculum vital file

Performers

Human Resources Analyst

Activities

Description Item

Validate the number of candidates that begin the On Exit

process

Allocations

Condition Description

Human Resources Analyst The persons is chosen by load.

Forms

1. Name: Principal Activity Form

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 Prototype:

Forms behaviors

Description

It is necessary to validate the number of candidates included.

2.1.1.5 Element

2.1.1.6 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.

Gates

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 Internal

Condition

If the advertisement is internal, the process continues to the Internal Advertisements

Description task.

External

Condition

If the advertisement is external, the process continues to the External Advertisements

Description task.

2.1.1.7 Element
Gates

Gate

2.1.1.8 Need changes in the search criteria

Description

The gateway checks, if there is enough candidates to start the process.

Gates

No

Condition

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

Condition

If the process can continue with the candidates received, the process continues to the
Selection Process sub process.

2.1.1.9 Job Vacancy Advertisement

Description

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 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

Human Resources Analyst

Allocations

Condition Description

Human Resources Analyst The persons is chosen by load.

Forms

1. Name: frm_Position_Advertisement

Description: Principal Activity Form

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 Prototype:

Forms behaviors

Description

All the renders are required

2.1.1.10 Wait for Closing Date

Description

Wait until the closing date to choose between the curriculum vital received.

Timer Date

17/08/2011

2.1.1.11 Receive CVs

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 Description

If the process can continue with the candidates received before the closing date, the event is
performed.

Forms

1. Name: Principal Form Event

Prototype:

2.1.1.12 Process Continues?

Gates

Yes

No

2.1.1.13 Element
Instantiate

False

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 2.1.1.14 Human Resourses

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 3 Selection Process
Version: 1.0
Author: LauraG

3.1 Selection Process

3.1.1 Process Elements

3.1.1.1 Element

3.1.1.2 Entrer 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

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 Human Resources Analyst

Activities

Description Item

Validate to test each candidate has taken the test On Exit

ant that the results have been entered.

Allocations

Condition Description

Human Resources Analyst The task is assigned by load

Forms

1. Name: frm_Entry_Test_Result

Description: Principal Activity Form

Prototype:

2. Name: FrmGridAddRecruitmentAndSelectionT

Description: Form to include the test result.

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 Prototype:

Forms behaviors

Description

the form includes a link with the complete job description

3.1.1.3 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 true On Exit

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

Description: Principal Activity Form

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 Prototype:

2. Name: Edit_InterviewResults

Description: Form to include the interview results.

Prototype:

Forms behaviors

Description

The form includes a link with the complete job description

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 3.1.1.4 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

Human Resources Analyst

Activities

Description Item

Validate the number of candidates selected, it is On Exit

necessary to include at least the number of
vacancies to fill required.

Validate that the selected candidates have a On Exit

good references.

Allocations

Condition Description

Human Resources Analyst The task is assigned by load

Forms

1. Name: frm_Cheking_References

Description: Principal Activity Form

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 Prototype:

Forms behaviors

Description

The form includes a link with the complete job description.

The candidates grid includes a filter, only the selected candidates are shown

3.1.1.5 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 null On Enter

Count the number of interviews included for On Enter

each candidate

Validate that an interview is included for each On Exit

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 candidate selected

Validate the number of candidates selected. On Exit

Allocations

Condition Description

Human Resources Analyst The task is assigned by load

Forms

1. Name: frm_Scheduling_Interview_

Description: Principal Activity Form

Prototype:

2. Name: Edit_candidate_form

Description: Form to edit a candidate in order to include an interview.

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 Prototype:

3. Name: FrmGridAddInterviews

Description: Form to add an interview

Prototype:

Forms behaviors

Description

the form includes a link with the complete job description

The Candidates grid includes a filter, only the selected candidates are shown

3.1.1.6 Psychotechnical 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

Human Resources Analyst

Activities

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 Description Item

Validate that at least one test are included to On Exit

each candidate

Allocations

Condition Description

Human Resources Analyst The task is assigned by load

Forms

1. Name: frm_Psychotechnical_Test_Scheduling

Prototype:

Description: Principal Activity Form

2. Name: Form_Add_Test

Prototype:

Description: Form to include a test

Forms behaviors

Description

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 the form includes a link with the complete job description

Notifications

Description Recipients Email subject Email body

Inform about the test Candidates Test Scheduling Dear

scheduling
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

Human Resources Team

3.1.1.7 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

interview scheduling Interviewer Scheduling <Name>Mr/Ms<LastName>

In order to continue with the

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

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 Interview Table

ThanksSincerely,

Human Resources Team

3.1.1.8 References ok?

Description

The gateway validates results of the references.

Gates

No

Condition

If the references have any problem, and the process need other candidate, the process
continues to the Select Process Details activity.

Yes

Condition

If the candidate or candidates can continue the process, it continues to the next task, select
candidates.

3.1.1.9 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

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 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

Forms

1. Name: frm_Medical_Examination

Description: Principal Activity Form

Prototype:

Forms behaviors

Description

The candidates grid includes a filter, only the selected candidates are shown

3.1.1.10 Select Candidates

Description

The person who created the case must select the final candidate.

Activities

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 Description Item

Validate the number of candidates selected. On Exit

Create a Letter with the salary offer. On Exit

Allocations

Condition Description

Requester The task is performed by the case creator.

Forms

1. Name: frm_Select_Candidates

Description: Principal Activity Form

Prototype:

Forms behaviors

Description

The form includes a link to the Complete Job Description

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 The candidates grid includes a filter, only the selected candidates are shown

Notifications

Description Recipients Email subject Email body

Inform about the Candidate and Salary Offer Dear Mr/Ms <LastName>
salary offer Requester

<Recruitment.Companyname>
is pleased to offer you the
position as
<Recruitment.Title> at
<Recruitment.Area.areaName>
area.

<JobOffertLetter>

Sincerely,

Human Resources Team

3.1.1.11 Candidate Selected?

Description

The gateway validates if the process can continue with the candidates selected.

Gates

No

Condition

If the process needs new candidates the process returns to the Selection Process Details

Yes

Condition

If the candidates selected can continue, the process continues to the Offer Salary
Negotiation.

3.1.1.12 Inform About Decision

Description

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 Inform about the final decision

Notifications

Description Recipients Email subject Email body

Inform about New Requester New Employees Dear

employees <Recruitment.Requester>

The following people

were selected for the
position of
<Recruitment.Title>

Candidates Table

Sincerely,

Human Resources

3.1.1.13 Element

3.1.1.14 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

Validate the number of candidates selected On Exit

Allocations

Condition Description

Human Resources Analyst The task is assigned by load

Forms

1. Name: frm_Offer_Salary_Negotiation

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 Description: Principal Activity Form

Prototype:

Forms behaviors

Description

The form includes a link with the complete job description

The candidates grid includes a filter, only the selected candidates are shown

3.1.1.15 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

Gates

Yes

Condition

If the candidates needs another interview the process returns to the Scheduling Interview
task.

No

Condition

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 If the candidate does not need another interview the process continues to next task, Verify
References.

3.1.1.16 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

Human Resources Analyst The task is assigned by load.

Forms

1. Name: frm_Selection_Process_Details

Description: Principal Activity Form

Prototype:

Forms behaviors

Description

the form includes a link with the complete job description

All the candidates included in the beginning are shown.

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 3.1.1.17 Process Continues?
Gates

Gate

Gate

3.1.1.18 Element

3.1.1.19 Offer Accepted?

Description

The gateway validates if the candidate accepts or rejects the offer.

Gates

Yes

Condition

If the offer is accepted, the process continues to the Medical Examination task

No

Condition

If the offer is rejected, the process continues to the Select Process Details task.

3.1.1.20 Medical Examination ok?

Description

The gateway validates if the process can continue with the candidates selected.

Gates

No

Condition

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.

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 Yes

Condition

If the candidates passed the physical examination, the process continues to the next task

3.1.1.21 Human Resourses Analyst

3.1.1.22 Doctor

3.1.1.23 Requester

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 4 Performers
Human Resources Analyst (Role)

The persons who belongs Human Resources area, he or she must lead the selection process.

Requester (Role)

The persons who makes the personnel requisition.

Requester's boss (Role)

Doctor (Role)

The persons 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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