RECRUITING PROCESS

Process DefinitionDocument (PDD)

TABLE OF CONTENTS
 Process Design Document

1. Document control..................................................................................................................2

1.1 Version Control............................................................................................................2

1.2 Document Review and Sign-Off..................................................................................2

2. General Process Description.................................................................................................2

2.1 Process summary..........................................................................................................2

2.2 Data flow & applications..............................................................................................2

2.3 Process flow – AS-IS....................................................................................................3

2.4 Process flow – TO-BE..................................................................................................3

2.5 Business rules...............................................................................................................4

3. Handling Events – Known, Unknown, and Other.................................................................4

3.1 Known Exceptions........................................................................................................4

3.2 Unknown Exceptions (Errors)......................................................................................5

3.3 Other Events.................................................................................................................5

4. Step-by-step process documentation.....................................................................................5

4.1 DESCRIPTION OF STEP............................................................................................6

4.2 DESCRIPTION OF STEP............................................................................................6

4.3 DESCRIPTION OF STEP............................................................................................6

5. Additional Details................................................................................................................7

6. Additional Process considerations.........................................................................................8

7. APPENDIX – SAMPLE PROCESS DIAGRAMS...............................................................9

7.1 High Level Process.......................................................................................................9

7.2 Detailed Process Flow..................................................................................................9

7.1 Detailed Process Flow – Cross-Functional.................................................................10

7.1 Value Stream Mapping...............................................................................................10

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1. DOCUMENT CONTROL

1.1 VERSION CONTROL

Version Date Description Author

1.0
2.0
3.0
4.0

** Only document version checkpoint when document shared with a primary stakeholder. **

1.2 DOCUMENT REVIEW AND SIGN-OFF

Name Business Role Action Date Reviewed

Ex. Process SME Ex. Signoff

2. GENERAL PROCESS DESCRIPTION

2.1 PROCESS SUMMARY

The recruitment process is the systematic approach of identifying, attracting, and hiring
qualified candidates to fill job vacancies within an organization. It begins with analyzing job
roles and creating job descriptions, followed by sourcing and screening candidates through
interviews and assessments. A well-executed recruitment process is crucial for building a
talented and diverse workforce that contributes to the organization's success.

2.2 DATA FLOW & APPLICATIONS

2.2.1 APPLICATIONS INTERACTED WITH

Application Interface Req Key / Operation / Comment
URL
Ex. System A Website? Hosted https://www.jobvite.com/
Citrix? Microsoft
Application? Web
Service API?

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2.3 PROCESS FLOW – AS-IS

 Identify the need – The first step is deciding to hire for a role. The open position could be to fill in
from recent turnover or even create a brand new role. Define the job’s responsibilities and details
before writing your job description.
 Identify hiring goals – Decide with the hiring team what the ideal candidate would look like – what
are essentials to the job that need to be looked for in interviews? This will also help you plan what
channels to share the job posting on.
 Source candidates – If you’re hiring for a specific qualification, certification, or experience level –
you’ll want to target your sourcing. Think about who in your talent network would qualify for the role
and invite them to apply or answer questions. If you plan on volume hiring for a role utilize databases
and job boards to invite as many applicants as possible.
 Communicate and schedule – Once you’ve received applicants for the position, you can start
communicating with candidates. Utilize tools like automated messaging to pre-screen candidates,
schedule interviews, and answer questions. This is a crucial part of the hiring process for both
candidate and recruiter!
 Interview – This process can have as many interviews as needed to screen the candidate. Work with
the hiring team to include key decision makers in interview meetings and guide the candidate through
the process.
 Hire – Once a candidate has been selected the hiring team will generate an offer letter. This step may
involve some negotiations or back-and-forth, but it ends in a candidate being hired for the open
position.
 Onboard – This last step is very crucial in employee retention – even though it is often
overlooked. Onboarding an employee involves orienting them to your company culture, policies,
benefits, and more. This can even start before the new hire’s first day! Send over paperwork to sign
digitally or company videos to get them started.

** Make sure to number steps corresponding with recording **

Include one or more of the following diagrams.

1. Process Flow
2. Process Flow (cross-functional) – “swim-lane” diagram
3. Value stream mapping, with timings (cycle time / duration)

In the diagrams, consider how to clearly highlight what process steps are manual (human execution), vs.
automated.

What type of diagram should we use, and at what level of the process?

- Consider the objective of documenting the as-is process – to clearly describe what is happening today,
and identify opportunities for improvement/automation. Choose diagrams that clearly highlight where
automation could occur, and what potential work could be eliminated/improved through automation.

Example: (See Appendix for additional samples)

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2.4 PROCESS FLOW – TO-BE

2.5 BUSINESS RULES

 End-to-End Talent Acquisition Without the Complexity

 Empower Outstanding Candidate, Recruiter, & Hiring Manager

Experiences

 Optimize Recruitment Marketing & Employer Brand Initiatives

 Build Your Robust Talent Pipeline

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3. HANDLING EVENTS – KNOWN, UNKNOWN, AND OTHER

There are (3) different types of ‘Events’ that could occur within the processing, that the Bot
may need to handle.
1. Known Exceptions - expected behaviors or validations that fail as part of the normal process
work flow. (E.g. login into one of the core applications failed, navigation to a specific page
within the core application failed or timed-out).

2. Unknown Exceptions(ie. Errors) - refer to exceptions that are not expected and can occur
due to multiple reasons (E.g. network outage, core application crash, etc.). These are captured
in ‘Error Handling’ commands.

3. Other Events - Other events that could provide additional process insight.

3.1 KNOWN EXCEPTIONS

The following table contains process exceptions that this process may encounter.

Event Code Description Action

Ex. ID value is invalid. Log the exception.

EXCEPTION_001
Notify abc@company.com

EXCEPTION_002 System ABC is not available Log the exception.

Notify abc@company.com

EXCEPTION_003

EXCEPTION_004

3.2 UNKNOWN EXCEPTIONS (ERRORS)

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‘Unknown Exceptions’ are exceptions that might occur during processing, that were expected
and therefore not identified previously. These codes will be identified by ERROR_XYZ, and
will be documented in the Technical Design Document (TDD).

3.3 OTHER EVENTS

Event Code Description Action

EVENT_001

EVENT_002

EVENT_003

EVENT_004

4. STEP-BY-STEP PROCESS DOCUMENTATION

** Include the step by step screen shots or PSR recording here. With each step the following should be
considered and documented as applicable:
1) Number each step and substep so that they appear in the table of contents (at least to the first substep
level, further if it makes sense)
2) Document the business rules, key data elements and relevant data validations associated with each
step
3) Make special note if citrix or terminal emulation is involved in a step. If citrix, is it a published
application or part of a published desktop?
4) Exceptions andother information of potential interest. There should be consideration for a default
action if an unexpected/unknown error occurs.

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4.1 DESCRIPTION OF STEP

4.2 DESCRIPTION OF STEP

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4.3 DESCRIPTION OF STEP

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5. ADDITIONAL DETAILS

Ex. Include “Additional Details’ from Windows ‘Step Recorder” application.

The following section contains the additional details that were recorded.

These details help accurately identify the programs and UI you used in this recording.

This section may contain text that is internal to programs that only very advanced
users or programmers may understand.

Please review these details to ensure that they do not contain any information that
you would not like others to see.

Recording Session…

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6. ADDITIONAL PROCESS CONSIDERATIONS

Process Questionnaire:

Question Answer
What is current Schedule of execution? Frequency: x times / month

Start Time:
What is the average volume of Transactions
for given frequency?
How long does it take to go through one Avg x mins.
Transaction/Cycle?
How many Persons execute process X people
concurrently currently?
Can multiple instances of process execute
concurrently? Do the Systems/Apps support
that?
Is there a Service Level Agreement (SLA) in
place? If yes, describe the key terms.
Does process involve Personally Identifiable
Information (PII)?
What are the main goals/targets? Faster execution

Error Reduction/High Accuracy

Higher up time/Multiple executions

Timely completion
Is this process event triggered, time/day
triggered, or as needed?

Would more frequent execution of this

process yield any incremental value?
What is the measure of successful execution
of this process?
What are the failure points for this process,
and how is each handled?

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7. APPENDIX – SAMPLE PROCESS DIAGRAMS

Which diagram(s) should I use? Consider factors such as the following:

- Is the work done by a single role/function, or multiple (cross-functional)

- Is the work linear, or are there parallel activities?
- Does all work follow the same path, or are there multiple paths / exceptions?
o If multiple, what % of the work follows each path?
- If seeking reduced cycle time, how long do process steps take? Which are manual, vs.
currently automated?
- What type of diagram will most clearly highlight the opportunities for improvement from
RPA automation?

7.1 HIGH LEVEL PROCESS

7.2 DETAILED PROCESS FLOW

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7.3 DETAILED PROCESS FLOW – CROSS-FUNCTIONAL

7.4 VALUE STREAM MAPPING

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