WO2002046884A2

WO2002046884A2 - System and method for managing candidate flow and employee data

Info

Publication number: WO2002046884A2
Application number: PCT/US2001/050358
Authority: WO
Inventors: Bo Hamby
Original assignee: Personic, Inc.
Priority date: 2000-11-07
Filing date: 2001-11-07
Publication date: 2002-06-13
Also published as: AU2002236661A1

Abstract

A system and method for managing candidate flow and employee data. Job orders are requisitioned from prospective employers and candidates are requisitioned for consideration by the prospective employers. The job orders as well as the candidates are tracked during the recruiting process. The candidates hired as employees are also tracked. Users are alerted of events such as the requisition and disposition of job orders and candidates. During the recruitment and the employment, the candidates and employees are continuously managed as a single human resource solution.

Description

SYSTEM AND METHOD FOR MANAGING CANDIDATE FLOW AND EMPLOYEE DATA

TECHNICAL FIELD

The present invention relates to web-based recruiting and human

resource application and, more particularly, relates to workflow features

and collaborative hiring between recruiters and hiring managers.

BACKGROUND OF THE INVENTION

There is myriad of companies providing each a particular area of

specialization via the internet in the recruiting and human resource

workflow space. Typically, these companies each provide specific tools,

services and resources within the online recruiting marketplace.

However, to date, no one company differentiates themselves as a

complete solutions provider offering a complete hybrid of online

recruiting tools, candidate workflow, candidate and employee data

achieving services. For example, one type of company provides an

online resume and job board while another type of company provides management of candidates through the recruiting process. Each of these

companies separately acquire information and utilize this information for

their individual business purposes.

Because of the proprietary nature of the information collected,

separate companies with distinct business models results in redundant

advertising and increased time and cost per hire. Overlapping expenses

and resources reduce productivity and efficiency. Therefore, because a

single company has not provided a full range of integrated human

resource solutions, combinations of these companies are necessary to

adequately facilitate resource management.

Consequently, there is a need for a cost-effective system and

method for companies to manage their candidate flow and employee data

all in one system. This new system and method must streamline the

workflow of human resource and recruiting departments.

SUMMARY OF THE INVENTION

The present invention solves the above-identified problems by

providing a highly collaborative enterprise-wide workforce solution for

these companies.

Generally described, the present invention acts as a collaborative

environment for all HR and recruiting workflow within an organization. This includes tracking of requisitions or job orders that are traditionally

the trigger for companies to begin the external recruiting process. The

solution then tracks candidates that are matched to these requisitions

throughout the interview cycle of each candidate. Once candidates are

hired into these companies, the solution can then track these former

candidates who are now employees through their career tenure within

these organizations. This is accomplished by maintaining a consistent set

of data to be utilized in every aspect of the invention. The solution also

enables companies to perform a full suite of reporting on the metrics

associated with hiring personnel and tracking employee workflow

including all aspects of customized workflow per user, cost per hire and

time to fill metrics as well ads resource management/source reporting.

The basis of our solution is real-time 24/7/365 access into the solution

from any remote location with an internet browser and proper hardware

per the user.

In accordance with one aspect of the present invention, users of the

solution are alerted via e-mail to any changes in the system of the

tracking of these requisitions or candidates. The solution acts as an

enterprise- wide communication tool for the users.

In accordance with another aspect of the present invention, users

are alerted to changes in access privileges. The foregoing has broadly outlined some of the more pertinent

aspects and features of the present invention. These should be construed

to be merely illustrative of some of the more prominent features and

applications of the invention. Other beneficial results can be obtained by

applying the disclosed information in a different manner or by modifying

the disclosed embodiments. Accordingly, other aspects and a more

comprehensive understanding of the invention may be obtained by

referring to the detailed description of the exemplary embodiments taken

in conjunction with the accompanying drawings, in addition to the scope

of the invention defined by the claims.

BRIEF DISCRETION OF THE DRAWINGS

Fig. 1 illustrates an exemplary embodiment of corporate level

workflow in the present invention.

Fig. 2 illustrates an exemplary embodiment of agency level

workflow in the present invention.

DETAILED DESCRIPTION

The present invention provides candidate flow and employee data

management workflow features to facilitate collaborative hiring between

recruiters and hiring managers. Preferably, the present invention is

implemented as a web-based human resource application. Candidate

specific data is carried throughout the present invention as described

below.

The foregoing exemplary embodiments may be conveniently

implemented in one or more program modules as well as hardware

components. The present invention may conveniently be implemented in

a program language such as "C"; however, no particular programming

language has been indicated for carrying out the various tasks described

because it is considered that the operation, steps, and procedures

described in the specification and illustrated in the accompanying

drawings are sufficiently disclosed to permit one of ordinary skill in the

art to practice the instant invention. Moreover, in view of the many

different types of computers, computer platforms and program modules

that can be used to practice the present invention, it is not practical to

provide a representative example of a computer program that would be

applicable to this system. Each user of a particular platform would be aware of the language and tools which are more useful for that user's

needs and purposes to implement the instant invention.

The present invention includes computers connected to each other

over a data network. Each computer generally consists of a processing

unit which interfaces to a memory storage device, a display device and a

user input device. Access to the network is provided through an interface

device. The interface device supports at least one access line connecting

the computer to the network. The access line may consist of analog or

digital interfaces, and supports the process of transmitting and receiving

analog or digital data in real-time or otherwise. The method of

connectivity is not a vital aspect of the invention.

The memory storage device is operative to store a program module

for implementing an exemplary embodiment of the present invention.

For example, the present invention implemented as a computer program

running on the computer, provides an interface to a user via the display

device. The processing unit is responsive to instructions of the program

module. In general, the program module can transport data over the

access line into the interface device.

The computers are in communication with a coordinating server

that is designated for the exchange of information. The network is

designed to communicate with computers at different locations that all read from the common coordinating server. Also, multiple computers

could function as the server or, alternatively, several computers could

function as back-up servers. Periodic updates are used system- wide to

provide current information to all locations on the network and to

maintain system integrity. Update frequency is determined based on

system demands.

One or more program modules to implement the present invention

may be kept on the server. In an exemplary embodiment, the present

invention is invoked by accessing the Internet using an existing Internet

Service Provider. The computers communicate with one another via the

Internet's File Transfer Protocol, commonly referred to as FTP.

Alternatively, other technologies such as the HTTP protocol of the Web

can be used for uploading and downloading files.

Referring now to the drawings in which like numeral indicate like

elements throughout the several views, Figs. 1 and 2 depict exemplary

embodiments of the present invention. Fig. 1, in particular, depicts an

exemplary embodiment of corporate level workflow of the present

invention. This method 100 is invoked by a user logging on to a web site

as shown in block 102. The user has the option to proceed to an

administrative center 104, a recruiting center 106, or a managing center

108. If the user is a manager, the manager would enter the administrative center 104 or the managing center 108. If the user is a recruiter, the

recruiter would enter the administrative center 104 or the recruiting

center 106. To view the files of the present invention, the user utilizes a

helper application or a plug-in. The user configures a web browser to

launch these helper applications or plug-ins which are then used for

performing the various tasks described below.

If the user is entering the system for the first time, the manager or

recruiter would proceed to the administrative center 104 where rights or

privileges to use the system are provided by the system administrator as

shown in process block 110. In block 110, the administrator can also

delete managers or recruiters and deny privileges. In such cases, the

recruiters and managers may be alerted to changes in their privileges. A

message may be automatically sent to the newly created or deleted

manager and recruiters for verifying the action. Preferably, the messages

are sent via e-mail. From block 110, job orders and candidates may also

be added and deleted as depicted in block 112. The steps of submitting

and entering new candidates and new job orders are discussed in greater

detail below. Additional administrative matters may be addressed as

shown in process block 114.

In the recruiting center 106, existing job orders and their status

maybe reviewed as depicted in block 210. New candidates may be reviewed as shown in process block 212 and existing candidates from a

candidate database 214 may be reviewed as shown in process block 216.

After reviewing candidate specific data for each candidate, the process

100 proceeds to process block 218 depicting selected candidates being

submitted for matching with job orders from a job order database 312

based on the candidate specific data. New candidates may be entered

into the candidate database 214 by e-mail, facsimile or as shown in

blocks 220, 222, and 224, respectively. Process block 226 illustrates the

step of entering candidate specific data from the resumes received from

new candidates into the candidate database 214. Preferably, when a

resume is submitted, a message is automatically generated and sent to

managers and recruiters indicating that a new candidate has been entered

into the candidate database 214. The message can include at least a

portion of candidate specific data. The message may be formatted to be

sent to all users or, alternatively, may be filtered so that the message is

sent to only a selected group of users. The filtering criteria may be based

on educational background, geographic area, salary requirements, etc.

In the managing center 108, the manager is prompted to enter a job

order entry 310 describing the hiring criteria of an available position with

the manager's company. For example, the job order entry could include a

ob description, salary range, and educational requirements. The job order entries 310 entered by all managers subscribing to the system are

collected in a job order database 312. In the preferred embodiment, every

occurrence of entering a job order substantially results in a message,

preferably an e-mail, being sent to interested users such as recruiters. In

other words, recruiters are alerted of new job openings. Confirmations

may be sent from the users receiving the message verifying its receipt.

Alternatively, the job orders 310 may be posted on a website addressable

to users of the present invention.

The manager also can review currently available candidates from

the candidate database 214 described above. Process block 322

illustrates the step of the manager reviewing eligible candidates. From

process block 322, the manager decides whether the candidate should be

interviewed as shown in process blocks 324 and 326. If the manager has

no interest in interviewing the candidate as depicted in process block

324, the manager can either terminate the program or return to block 322

to review additional candidates. Alternatively, if the manager is

interested in the candidate as depicted in process block 326, an interview

may be scheduled by a recruiter as depicted in process block 328. The

interview may be scheduled by automatically creating a message, such as

e-mail, to attendees of the interview. Confirmations may also be sent. Also, the user's interest in a candidate may be posted automatically via

electronic messaging.

Upon entering the managing center as shown in block 108, the

managers can also proceed directly to a previously scheduled interview as

shown in process block 330. The scheduled interview in block 330 was

scheduled by the recruiter as depicted in block 328. Depending on the

outcome of the interview, the candidate may be extended an offer as

shown in block 332 or rejected as shown in block 334. The offer may be

extended via electronic messaging.

From block 332, the recruiter extends an offer as shown in block

336. The offer contains at least a portion of the candidate specific data

entered and stored in the candidate database. The candidate can accept

the offer or reject the offer as depicted in blocks 340 and 342,

respectively. The candidate's response to the offer may be sent

automatically to the recruiter. Once the candidate accepts the offer, the

recruiter marks the profile of the candidate as hired as shown in process

block 344 and the candidate is moved to an employee database 350, as

shown in process block 346.

Process block 352 illustrates the new employee's start papers being

generated which are then sent to the new employee. The start papers

typically include, but is not limited to, compensation documentation such as salary and bonuses, and benefits documentation such as health

insurance and 40 IK eligibility requirements. The information in the start

papers originates from the data stored in the databases 214, 312 and 404

described above. The databases include information originally entered

when receiving a new candidate, a new job order, or a new client.

Moreover, exit papers may be sent. As shown in process block 354, the

start or exit documents may be sent via the web as an e-mail or facsimile.

Alternatively, the start or exit papers may be sent directly to a printer for

printing out a hard copy for mailing. In any case, confirmation messages

may be sent automatically between the manager and the new employee.

Blocks 356, 358, and 360 illustrate each of these three methods of

sending the papers to the new employee.

The present invention also includes reporting capabilities as

depicted in process block 370. The information reported includes, but is

not limited to, compilations of data taken from each of the three

databases; the candidate database 214, the job order database 312, and

the employee database 350. The reports should at least include a portion

of the candidate specific data originally entered for each candidate. For

example, the disposition of certain candidates or job orders may be

obtained. Also, the number of filled job orders or the number resumes

submitted over a period of time may be obtained. However, the reporting capability is probably best suited for determining the cost associated for

obtaining each new employee and for generating reports verifying equal

opportunity employer status.

Fig. 2 illustrates an exemplary embodiment of agency level

workflow of the present invention. For example, Fig. 2 illustrates the

workflow of candidates hired as employees of a placement agency that

work at a client's location. The client hires the agency's employees and

the client is subsequently billed by the employment agency for the

employees' work. The billing is, at least in part, based upon the

candidate specific data previously originating from the candidate

database. The exemplary embodiment illustrated in Fig. 2 is

distinguishable from the exemplary embodiment illustrated in Fig. 1. The

manager center 108 described above is now referred to as a sales center

402 because the method 400 deals with sales personnel rather than

managers. Also, the method 400 illustrated in Fig. 2 includes a client

database 404. The client database 404 includes a record of each client

and each record includes a plurality of fields indicating information of

interest such as the name, address, and phone number of each client. Still referring to Fig. 2, the method 400 further includes billing

services as depicted in process block 406. The clients to be billed and

the amount to be billed are determined from the client database 404 and the employee database 350. In process block 410, agency employees

hired to work at a client's location as new employees submit the amount

of hours they worked for each client. If the client approves an

employee's hours as depicted in process block 412, the employee is paid,

as shown in block 420, and the client is billed for the amount which the

employee is paid as shown in block 406. In this case, an employee is

matched with a client to initiate the billing and payroll process. Once a

candidate is placed as an employee, the client may also be billed based, at

least in part, on the originally collected candidate specific data.

Preferably, the employee's submission of hours and the client's approval

of the hours results in automatic messaging between the employee and

the client confirming the occurrence of these events. Moreover, billing is

tracked and confirmed automatically by sending messages, preferably by

e-mail.

Each database 214, 312, 350 and 404 of the present invention is a

collection of structured data organized in a disciplined fashion so that

quick access is provided to information of interest. Moreover, the

databases 214, 312, 350 and 404 are not merely separate databases, but

are databases related to each other by a management system such as a

database server utilizing software to create, store, retrieve, change,

manipulate, sort, format and print the information from any database. In such case, the database server may be the coordinating server as

described above. Because the databases of the present invention are

linked together in a seamless manner, the data entered into one database

may be transferred to a subsequent database without having to reenter the

same data. In other words, the same data may be transferred between

each database for use in each step of the recruiting and management

system.

In the present invention, each step along the methods 100 and 200

is date and time stamped. Because each status change along the way is

date and time stamped, each job order, candidate and employee may be

tracked along each step of the process. Consequently, the disposition of

all the job orders, candidates, and employees are tracked by a single

management application. Preferably, critical events such as the

submission of job orders 310, the input of resumes 226, and the hiring of

an employee, as described above, result in automatic messaging between

interested users. The automatic messaging is commonly referred to as

alerts.

The tracking and managing of the events and people in the present

invention is best made possible by transmitting relevant data from one

database to another. For example, the candidate specific data from the

resume submitted at process block 226 and stored in the candidate database 216 is transferred to the employee database 350 where the start

papers may be generated when the candidate is hired. Also, the

interviews scheduled at block 330 may be scheduled based on candidate

specific data from the candidate database 214 via the process block 218,

the information from the job order database 312, and the information

from the client database 404. Information is carried throughout the entire

system implementing either of the methods 100 or 400 to ensure the fast

and accurate tracking and management of candidates, clients, employees

and events.

The present invention has been illustrated in relation to particular

embodiments which are intended in all respects to be illustrative rather

than restrictive. Those skilled in the art will recognize that the present

invention is capable of many modifications and variations without

departing from the scope of the invention. Accordingly, the scope of the

present invention is described by the claims appended hereto and

supported by the foregoing.

Claims

CLAIMSWhat is claimed is:

1. A system for managing candidate flow and employee

data, said system comprising:

means for requisitioning one or more job orders, and

for requisitioning one or more candidates having candidate specific data

for consideration by at least one prospective employer; and

means for tracking the disposition of said job order,

tracking the disposition of said candidate requisitioned for consideration

by said prospective employer, and for tracking said candidate hired as an

employee by said prospective employer, said tracking means utilizing

said candidate specific data.

2. The system of Claim 1 further comprising means for

alerting users of said system to the requisition and disposition of said job

order and said candidate.

3. The system of Claim 2 wherein said user is alerted by

receiving an electronic message.

4. The system of Claim 1 wherein said system is utilized

by said employer.

5. The system of Claim 1 wherein said system is utilized

by an agency on behalf of said employer.

6. The system of Claim 1 wherein said requisitioning

means comprises a job order database of prospective jobs of said

prospective employer.

7. The system of Claim 1 wherein said requisitioning

means comprises a client database.

8. The system of Claim 1 wherein said requisitioning

means comprises a candidate database.

9. The system of Claim 1 comprising an employee

database of said candidates having accepted employment from said

employer, said employee database comprising at least a portion of said

candidate specific data.

10. The system of Claim 1 wherein said tracking means is

operative to time stamp events in the workflow of said system.

11. The system of Claim 1 wherein correspondence

containing at least a portion of said candidate specific data is transmitted

to said employee in response to said candidate becoming said employee

of said employer.

12. The system of Claim 11 wherein said correspondence

is transmitted via the Internet.

13. The system of Claim 12 wherein said correspondence

includes documentation evidencing employment of said employee by said

employer.

14. The system of Claim 1 wherein said requisition means

is operative to permit input of resumes containing said candidate specific

data via email or facsimile.

15. The system of Claim 1 wherein said requisition means

is operative to permit input of resumes containing said candidate specific

data via a web site of said employer.

16. The system of Claim 1 comprising an administrative

center operative to add and delete managers and recruiters and add and

delete jobs and candidates.

17. The system of Claim 1 wherein said requisition means

comprises a recruiting center and a candidate database, said recruiting

center operative to review job orders from a job order database, review

said candidate specific data from said candidate database, and submit at

least one of said candidates from said candidate database to said job

order database based upon at least a portion of said candidate specific

data.

18. The system of Claim 1 wherein said requisition means

comprises a manager center operative to review said candidate specific

data of said candidate database and job orders from a job order database

to schedule interviews between at least one of said candidates and one of

said prospective employers.

19. The system of Claim 1 utilized by said employer and

said system comprising a candidate database and an employee database

utilizing said candidate specific data.

20. The system of Claim 19 wherein data entered from

said job order into said job order database and said candidate specific

data entered into said candidate database is transmitted to said employee

database.

21. The system of Claim 1 utilized by an agent of said

employer and said system comprising a candidate database, an employee

database, and a client database utilizing said candidate specific data, and

said employer being identified in said client database as a client of said

agent.

22. The system of Claim 21 wherein data in said job

order, candidate, and client databases is transferred to said employee

database.

23. A method for managing candidate flow and employee

data, said method comprising the steps of:

requisitioning one or more job orders from at least one

prospective employer;

requisitioning one or more candidates having

candidate specific data for consideration by said prospective employer;

tracking said job orders; and

tracking said candidates requisitioned for

consideration by said prospective employer and tracking said candidates

becoming employees of said prospective employer as a result of being

hired by said prospective employer by utilizing said candidate specific

data.

24. The method of Claim 23 further comprising the step

of alerting users of said method to the requisition and disposition of said

ob orders and said candidates.

25. The method of Claim 24 wherein said alerting step

comprises sending an electronic message.

26. The method of Claim 23 wherein said tracking step

comprises the step of time stamping events in the workflow of said

method.

27. The method of Claim 23 further comprising the step

of transmitting correspondence having at least a portion of said candidate

specific data to said employee in response to becoming an employee of

said employer.

28. The method of Claim 27 wherein said correspondence

is transmitted via the Internet.

29. The method of Claim 23 wherein said step of

requisitioning candidates comprises the step of inputting resumes

containing said candidate specific data received via email or facsimile.

30. The method of Claim 23 wherein said step of

requisitioning candidates comprises the step of inputting resumes

containing said candidate specific data received via a web site of said

employer.

31. The method of Claim 23 further comprising the step

of a recruiting center reviewing job orders from a job order database and

reviewing said candidate specific data from a candidate database and

submitting at least a portion of said candidate specific data from said

candidate database to said job order database.

32. The method of Claim 23 further comprising the step

of a manager center reviewing said candidate specific data of a candidate

database and job orders from a job order database to schedule interviews

between at least one of said candidates and one of said prospective

employers.

33. The method of Claim 23 further comprising the step

of generating reports containing at least a portion of said candidate

specific data from said job order database and said candidate database.

34. The method of Claim 23 further comprising the step

of at least one of said prospective employers interviewing at least one of

said candidates.

35. The method of Claim 23 further comprising the step

of at least one of said prospective employers extending an offer to one of

said candidates.

36. The method of Claim 35 further comprising the step

of said candidate accepting employment with said prospective employer.

37. The method of Claim 35 further comprising the step

of said candidate rejecting employment with said prospective employer.

38. The method of Claim 23 further comprising the step

of identifying candidates having accepted offers of employment as an

employee of said employer.

39. The method of Claim 23 further comprising the step

of transmitting start papers via e-mail, fax or print, said start papers

including at least a portion of said candidate specific data.

40. The method of Claim 23 further comprising the step

of managing an employee database comprising at least a portion of said

candidate specific data.

41. The method of Claim 23 further comprising the step

of managing a client database wherein said employer is identified in said

client database as a client of an agent utilizing said system.

42. The method of Claim 23 further comprising the step

of managing a job order database.

43. The method of Claim 23 further comprising the step

of managing a candidate database comprising at least a portion of said

candidate specific data.

44. The method of Claim 23 further comprising the step

of generating reports containing at least a portion of said candidate

specific data based upon said employer and candidate databases.

45. The method of Claim 23 further comprising the step

of billing said employer for services rendered by employee for said

employer.

46. The method of Claim 23 further comprising the step

of performing payroll duties on behalf of said employer based upon at

least a portion of said candidate specific data.

47. A computer-readable medium on which is stored a

computer program for managing candidate flow and employee data, when

executed by a computer, performs the steps of:

requisitioning one or more job orders from at least one

prospective employer;

requisitioning one or more candidates having

candidate specific data for consideration by said prospective employer;

tracking said job order; and

tracking said candidates requisitioned for

consideration by said prospective employer and tracking said candidates

becoming employees of said prospective employer as a result of being

hired by said prospective employer by utilizing said candidate specific

data.

48. The method of Claim 47 further comprising the step

of alerting users of said program to the requisition and disposition of said

ob order and said candidates.