From - Fri Sep 12 22:36:01 1997 Received: from mail.isg.siue.edu by daisy.ac.siue.edu (AIX 3.2/UCB 5.64/4.04) id AA15490; Fri, 12 Sep 1997 14:55:32 -0500 Received: from voyager.hou.dcss.com ([198.66.60.253] (may be forged)) by mail.isg.siue.edu (8.8.6/8.8.6) with ESMTP id OAA14231 for ; Fri, 12 Sep 1997 14:58:46 -0500 (CDT) Received: by igate.hou.dcss.com with Internet Mail Service (5.0.1457.3) id ; Fri, 12 Sep 1997 14:46:40 -0500 Message-Id: <4B386EEB9D21D111B2BA00A0C97899750351A2@igate.hou.dcss.com> From: "Wade, Steven E." To: "'jhattem@siue.edu'" Subject: Project you requested for student completion Date: Fri, 12 Sep 1997 14:46:38 -0500 X-Priority: 3 Mime-Version: 1.0 X-Mailer: Internet Mail Service (5.0.1457.3) Content-Type: text/plain; charset="iso-8859-1" X-Mozilla-Status: 0001 Content-Length: 8864 > Jan Weihl indicated to me that you were looking for a project to > complete. Following is the initial requirements document for a > database > system that DCSS has hoped to implement internally to track the status > of recruits as they move through our recruiting process. This text > was > written for our internal staff, so parts of it may not apply to you. > Jan or I will follow-up with you next week with additional > information. > > Thanks, > > Steve Wade > DCSS - Sr. Systems Specialist > > Microsoft Access Recruiting System (MARS) > > The M.A.R.S. project requirements phase has been completed. The > deliverable for this phase is the Requirements Document. The > signatures > below indicate that this document has been reviewed and agreed upon by > all members of the St. Louis Management Team. After all signatures > have > been obtained this document will be frozen. Any further requests for > changes will have to be either 1) documented for a later phase or 2) > requested on a Change Request form. Before a change will be > implemented > in this phase, the Change Request form will have to be approved by the > appropriate signatories. > > > 1.0 - Background > > > In 1992 the DCSS St. Louis Branch took over all recruiting > efforts from the corporate office. Procedures were immediately set up > to indicate what steps needed to be taken before someone could be > hired. > The steps were initiated to establish a consistent process for > identifying and hiring quality individuals who fit the DCSS new hire > model. > > As the St. Louis Management staff has grown, so has the number > of individuals involved with the implementation of the recruiting > process. This has caused some inconsistencies in the process as well > as > lengthened the recruiting/hiring cycle making it difficult to manage. > Another change which has made the process more cumbersome is the use > of > the new Windows NT LAN in the St. Louis office. No longer is the > branch > totally dependent on the corporate Alpha/VMS platform. This platform > is > now used on a minimal basis since the Microsoft tools are available > with > quicker response and more functions. Since some parts of the process > are now done on the PC LAN, some on the Alpha/VMS system, and some > manually, there is quite a bit of duplicated effort. > > > 2.0 - Statement of Intent > > > The St. Louis Branch would like to automate the recruiting > business process on the Windows NT LAN to reduce duplicated effort and > automate some manual processes. This would streamline the process > thereby increasing efficiency and providing the ability to produce > reports which are not currently available other than by manual > creation. > > > This project will be called M.A.R.S. (Microsoft Access > Recruiting System). It will be developed after hours except for > document review and sign off. The benefits of developing this system > extend beyond the obvious increased efficiency of the Recruiting > Business Process. In addition to this we will: > > * provide a training mechanism for our management team to learn > the software development methodology and Microsoft Access, > * create a live example we can use for illustration and > training to clients and employees on how the methodology works, > * provide a training mechanism for one of our consultants > to quickly learn Microsoft Access in preparation to support ongoing > work > at Moog Automotive. > > > 3.0 - Process to be Automated > > The current Recruiting Business Process for the St. Louis Branch > follows. The goal will be to automate as much of this process as > possible. > > * The Administrative Assistant (A. A.) or Recruiter receives a > resume via mail, email, Internet, OCC, fax, or individual as a result > of > an ad, referral, or walk-in. Note that other managers could actually > receive the resume and get the process rolling at this point as well. > * The A. A. or Recruiter documents the source and > data received at the top of the resume. > * The A. A. or Recruiter checks the reject > pipeline (Alpha/VMS flat file) to make sure the candidate has not been > processed previously, and indicates this on the paperwork. > * If the A. A. receives the resume, she sends an > Email to the Recruiter to indicate whether or not the recruits checked > were previous rejects. > * The A. A. or Recruiter will reject those that > are automatic rejects by lack of qualifications on the resume. > * Note that at various points in the process, > whoever is handling the recruit could make a decision to reject them. > In this case the reject data, reason, branch, and initials of manager > will be noted at the top of the resume. The resume is then given to > the > A. A. for logging in the (Reject Pipeline) and filing. In some cases > the A. A. will also send a reject letter when a manager requests it. > * If the A. A. receives the resume, she forwards > (faxes) a copy of the resume to the Recruiter for processing. > * If the recruit gets past the initial screening, > the Recruiter creates and attaches a (Recruit Checklist) and fills in > the appropriate sections. > * The Recruiter does an initial phone interview > and completes a (Candidate Information Sheet) and an (Interview Notes > Form). The Recruiter keeps the Recruit's paperwork until references > are > checked. > * The Recruiter keeps statistics in an EXCEL > spreadsheet on the number of resumes processed, interviews, offers, > and > hires per month. These statistics are reported to the Management Team > in a weekly status report via Email. > * The Recruiter sends the (Application and Skill > Survey) to the recruit either by Email or U.S. Mail. > * The Recruiter coordinates with the Technical > Manager (T. M.) to schedule technical interviews and face-to-face > interviews. > * After the face-to-face interview the T. M. and > A. A. will make sure the manual (EEOC log) is updated properly. The > A. > A. will send this log to corporate accounting on a monthly basis. > * The (Application and Skill Survey) are received > by the Recruiter and attached to the paperwork. > * If the Recruit needs a fast technical interview, > the (Application and Skill Survey) are faxed to the St. Louis office > for > fast processing. > * If the results of the interviews are favorable, > the Recruiter (upon the T. M.'s request) will do the reference checks > and fill out a (Reference Check Form) for each individual reference. > * At this point the relationship with the recruit > is transferred from the Recruiter to the T. M. This will allow the > Recruiter to focus on bringing in more candidates and the T. M. to > start > having detailed conversations with the recruit. > * All originals at this point are bulk mailed (3rd > class) weekly to the A. A. > * Once all three references have been checked the > Recruiter notifies the T. M. > * The T. M. approves the individual for hire based > on the comments received from the Management team (note that no one > will > be hired if any member of the management team does not feel > comfortable > pursuing the recruit). > * The T. M. will get approval for the offer > amount, offer type (bench or contingent) and the offer start date from > the Branch Manager (B. M.). In most cases the Account Managers (A.M.) > will also be asked for input on this step if they are available. > * The T. M. will make a verbal offer to the > recruit. Note that the A. M.'s also have the authority to make offers > when necessary to keep the hiring process moving. > * Once the verbal offer is accepted, the A. A. > will produce the (offer letter), the (relocation plan) and the > (relocation agreement) from the information provided by the T. M. > * The A. A. types in the resume from the > application and skill survey. > * The T. M. will prepare the remainder of the > resume as follows. Note that the A. M. may need to do this step to > expedite the process. The following steps should be completed to > insure > that a quality resume is being produced: > 1. make sure all data from the application > and skill survey is correctly logged on the DCSS formatted resume > 2. make sure any data in the body of the > original resume or in the interview notes is logged on the DCSS > formatted resume > 3. interview the recruit to pull out the > additional data needed to make the resume presentable to our clients > 4. get copies of the resume to the A. M.'s > and B. M. > * Once the signed offer letter is received the A. A. will schedule > a drug test and mail the new employee paperwork to be completed.