Overview
Student Employment Services, SES, is an organization dedicated to finding employment for newly qualified students. At the end of each academic year the company advertises its services to students graduating from local colleges and universities. Its aim is to place these students with local employers who have suitable job vacancies. For every successful placement, the employer will pay a recruitment fee.
Current System
- Currently the office employs three recruitment executives and an administrator.
- All four personnel are involved in the recruitment of candidates and in conducting screening interviews.
- Each executive has his own, specific, business area, for which he maintains his own Excel spreadsheet, recording the employer's details including current vacancies.
- Details about potential candidates and the interviews they have attended are held in individual Word documents.
- Whenever a candidate has been successfully placed in a job, the recruitment executive passes a paper copy of the candidate's word document to the administrator along with details of the vacancy filled.
- The administrator updates the candidates file and invoices the employer for the recruitment fee and tracks it to ensure payment.
- Upon payment, the details are entered into Sage, the office accounting system.
There are some issues with the current system. These include:
- Recruitment executives customize their spreadsheets. This creates problems if somebody new has to take over their job for reasons such as illness or replacement.
- There can be problems with the invoicing process such as lost invoices, the candidate file not being updated, the job not being flagged as having been filled etc.
- The unsorted nature of the candidate file can make the identification of suitable candidates very difficult.
- Details of vacancies may be lost if they are picked up by a recruitment executive for a business that is not part of their portfolio.
Non-functional Requirements
There is a need to rationalize all the individual processes associated with the recruitment process and produce one smooth, standard way of doing business that can eliminate the problems being caused by the current system.
Candidate files must be easy to search and keep up to date.
All recruitment executives must work in the same manner so that their workload can be easily picked up by others.
An audit trail must be kept so that invoices can be easily tracked and the financial state of the business quickly established.
A range of MIS reports must be available so that the performance of the different parts of the business can be assessed quickly and easily.