HR Management & Recruitment System
Budget: $750 – $1,500 USD
1. Functional Requirements
1.1 User Management
• Admin Users: Manage job postings, track applications, approve name revelation, and finalize selection.
• Recruiters: Review applications, shortlist candidates, and schedule interviews.
• Hiring Managers: Approve shortlisted candidates, participate in interviews, and make final hiring decisions.
• Candidates: Register, apply for jobs, and track application status.
• System Users: Role-based permissions ensure security and controlled access, with multi-factor authentication for all administrative actions.
1.2 Job Posting & Vacancy Management
• HR can create, edit, and delete job vacancies.
• Each job is assigned a unique job reference ID.
• Jobs are posted on the career page, internal mobility board, and external job boards simultaneously.
• Automated email and SMS notifications for job postings.
1.3 Candidate Registration & Profile Management
• Candidates register with email and password.
• Profile includes:
o Personal details (hidden during shortlisting).
o Upload of resume (Word/PDF).
o Work experience, education, certifications.
o Skills and preferred job categories.
o Internal/External candidate classification.
1.4 Application Management
• Candidates can apply for multiple positions.
• Application status: Received, Under Review, Shortlisted, Rejected, Interview Scheduled, Hired.
• Each application is assigned a unique index number instead of a name during shortlisting.
• Internal candidates' long list is considered first.
• If no internal candidate is selected, the long list of external candidates is considered.
1.5 Resume Parsing & Automated Ranking
• The system automatically extracts key details from resumes.
• Candidates are ranked using a weighted algorithm that considers experience, skills, education, language proficiency, and test scores.
• Duplicate applications are detected to avoid multiple entries.
1.6 Shortlisting & Name Revelation Process
• Shortlisting Stage:
o Recruiters shortlist candidates based on objective criteria (experience, test scores, AI-based ranking).
o Candidates remain identified only by index numbers.
o Internal candidates' applications are reviewed first.
o If no internal candidate is selected, external candidates are reviewed.
• Name Revelation at Interview Stage:
o Once candidates are shortlisted for an interview, their names are revealed.
o The system requires HR/Admin approval before revealing names.
o An audit log records the approval (who, when, and why).
o Interview invitations are sent with actual candidate names.
1.7 Interview Scheduling & Management
• Interview Scoring System:
o Interview panel members score candidates based on predefined criteria (e.g., technical skills, behavioral skills, cultural fit).
o HR defines the scoring criteria and weighting for each role.
o Score Scale: 1-5 (Poor to Excellent) or 1-10 scale.
o If a score is significantly different from the others (e.g., more than 2 points from the mean), the system will prompt the interviewer to provide an explanation for the discrepancy.
o Example:
Interviewer 1 gives a score of 3 (average), Interviewer 2 gives a score of 5 (high), and Interviewer 3 gives a score of 1 (low).
The system will ask Interviewer 3 to explain why they gave a lower score.
o After scoring and explanations, HR/Admin will approve the final scores.
• Interviews are scheduled only for revealed candidates, with calendar integration and time zone auto-adjustment.
• Invitations are sent via email/SMS with time and venue/virtual link.
• Integration with Microsoft Teams, Zoom, Google Meet for virtual interviews.
• Hiring Managers can rate candidates post-interview.
1.8 Offer Management & Onboarding
• HR can generate and send offer letters to selected candidates.
• Candidates can accept/reject offers through the portal.
• Hired candidates' data is exported to SAP HCM for onboarding.
2. Security & Compliance Features
• Role-Based Access Control (RBAC): Only HR/Admin can reveal names.
• Audit Logging: Tracks who accessed names and when.
• Data Encryption (SSL/TLS): Ensures privacy and security.
• GDPR, Data Protection Compliance, and periodic data anonymization routines are enforced.
• Audit Window: A time-bound period for reviewing and auditing all system actions related to recruitment, ensuring transparency and preventing manipulation.
3. Reporting & Dashboard
3.1 Filtered Reports by Position
• Recruiters and Hiring Managers can generate interactive dashboards and reports filtered by:
o Job Title
o Department
o Application Status (e.g., Shortlisted, Interviewed, Hired)
o Experience Level
o Skills Match Percentage
o Internal vs External Candidate Status
3.2 Example Reports Before & After Name Revelation
Before Name Revelation (Shortlisting Stage):
Index No. Internal/External Experience Skills Match (%) Status
Index-0001 Internal 5 years 90% Shortlisted
Index-0002 Internal 7 years 95% Shortlisted
Index-0003 External 3 years 80% Rejected
After Name Revelation (Interview Invitation Stage):
Index No. Name Internal/External Experience Interview Date Status
Index-0001 John Doe Internal 5 years 2025-03-10 Interview Scheduled
Index-0002 Sarah Ali Internal 7 years 2025-03-11 Interview Scheduled
4. System Workflow
1. Job Posting → Candidates apply → Applications stored with index numbers only.
2. Internal Candidates Reviewed First → If no selection, external candidates are considered.
3. Recruiters view long list → Candidates are displayed as Index-0001, Index-0002, etc.
4. Shortlisting & Name Revelation → HR/Admin approval required before revealing names.
5. Interviews Scheduled → Only shortlisted candidates' names are revealed.
6. Audit Window for Review → Any action taken can be audited before final decisions.
7. Final Hiring Decision Made → Offer letters sent, background checks initiated, and data exported to SAP HCM for onboarding and probation tracking.
5. Database Design (Key Tables)
5.1 Job Postings (jobs_table)
Field Name Data Type Description
job_id INT (PK) Unique job identifier
title VARCHAR Job title
department VARCHAR Department offering the job
created_at TIMESTAMP Job posting date
5.2 Applicants (applicants_table)
Field Name Data Type Description
applicant_id INT (PK) Unique applicant index
user_id INT (FK) Candidate’s user ID
job_id INT (FK) Job applied for
internal_status BOOLEAN Indicates if the candidate is internal
resume BLOB Uploaded resume (Word/PDF)
5.3 Applications (applications_table)
Field Name Data Type Description
application_id INT (PK) Unique application ID
applicant_id INT (FK) Candidate index
job_id INT (FK) Job reference
status ENUM Application status (Under Review, Shortlisted, etc.)
5.4 Interview Scheduling (interview_table)
Field Name Data Type Description
interview_id INT (PK) Unique interview ID
application_id INT (FK) Linked application
date DATETIME Interview date/time
platform VARCHAR Virtual (Zoom/Teams) or in-person
Scoring Criteria & Rating
• HR defines the scoring criteria for each position.
• Scoring categories could include:
o Technical Skills (e.g., 40% weight)
o Behavioral Skills (e.g., 30% weight)
o Leadership (e.g., 15% weight)
o Cultural Fit (e.g., 15% weight)
• Rating Scale: 1-5 or 1-10.
• If a score deviates by more than 2 points from the mean, the interviewer is prompted to provide a justification for their rating.
• HR/Admin reviews and approves
1.1 User Management
• Admin Users: Manage job postings, track applications, approve name revelation, and finalize selection.
• Recruiters: Review applications, shortlist candidates, and schedule interviews.
• Hiring Managers: Approve shortlisted candidates, participate in interviews, and make final hiring decisions.
• Candidates: Register, apply for jobs, and track application status.
• System Users: Role-based permissions ensure security and controlled access, with multi-factor authentication for all administrative actions.
1.2 Job Posting & Vacancy Management
• HR can create, edit, and delete job vacancies.
• Each job is assigned a unique job reference ID.
• Jobs are posted on the career page, internal mobility board, and external job boards simultaneously.
• Automated email and SMS notifications for job postings.
1.3 Candidate Registration & Profile Management
• Candidates register with email and password.
• Profile includes:
o Personal details (hidden during shortlisting).
o Upload of resume (Word/PDF).
o Work experience, education, certifications.
o Skills and preferred job categories.
o Internal/External candidate classification.
1.4 Application Management
• Candidates can apply for multiple positions.
• Application status: Received, Under Review, Shortlisted, Rejected, Interview Scheduled, Hired.
• Each application is assigned a unique index number instead of a name during shortlisting.
• Internal candidates' long list is considered first.
• If no internal candidate is selected, the long list of external candidates is considered.
1.5 Resume Parsing & Automated Ranking
• The system automatically extracts key details from resumes.
• Candidates are ranked using a weighted algorithm that considers experience, skills, education, language proficiency, and test scores.
• Duplicate applications are detected to avoid multiple entries.
1.6 Shortlisting & Name Revelation Process
• Shortlisting Stage:
o Recruiters shortlist candidates based on objective criteria (experience, test scores, AI-based ranking).
o Candidates remain identified only by index numbers.
o Internal candidates' applications are reviewed first.
o If no internal candidate is selected, external candidates are reviewed.
• Name Revelation at Interview Stage:
o Once candidates are shortlisted for an interview, their names are revealed.
o The system requires HR/Admin approval before revealing names.
o An audit log records the approval (who, when, and why).
o Interview invitations are sent with actual candidate names.
1.7 Interview Scheduling & Management
• Interview Scoring System:
o Interview panel members score candidates based on predefined criteria (e.g., technical skills, behavioral skills, cultural fit).
o HR defines the scoring criteria and weighting for each role.
o Score Scale: 1-5 (Poor to Excellent) or 1-10 scale.
o If a score is significantly different from the others (e.g., more than 2 points from the mean), the system will prompt the interviewer to provide an explanation for the discrepancy.
o Example:
Interviewer 1 gives a score of 3 (average), Interviewer 2 gives a score of 5 (high), and Interviewer 3 gives a score of 1 (low).
The system will ask Interviewer 3 to explain why they gave a lower score.
o After scoring and explanations, HR/Admin will approve the final scores.
• Interviews are scheduled only for revealed candidates, with calendar integration and time zone auto-adjustment.
• Invitations are sent via email/SMS with time and venue/virtual link.
• Integration with Microsoft Teams, Zoom, Google Meet for virtual interviews.
• Hiring Managers can rate candidates post-interview.
1.8 Offer Management & Onboarding
• HR can generate and send offer letters to selected candidates.
• Candidates can accept/reject offers through the portal.
• Hired candidates' data is exported to SAP HCM for onboarding.
2. Security & Compliance Features
• Role-Based Access Control (RBAC): Only HR/Admin can reveal names.
• Audit Logging: Tracks who accessed names and when.
• Data Encryption (SSL/TLS): Ensures privacy and security.
• GDPR, Data Protection Compliance, and periodic data anonymization routines are enforced.
• Audit Window: A time-bound period for reviewing and auditing all system actions related to recruitment, ensuring transparency and preventing manipulation.
3. Reporting & Dashboard
3.1 Filtered Reports by Position
• Recruiters and Hiring Managers can generate interactive dashboards and reports filtered by:
o Job Title
o Department
o Application Status (e.g., Shortlisted, Interviewed, Hired)
o Experience Level
o Skills Match Percentage
o Internal vs External Candidate Status
3.2 Example Reports Before & After Name Revelation
Before Name Revelation (Shortlisting Stage):
Index No. Internal/External Experience Skills Match (%) Status
Index-0001 Internal 5 years 90% Shortlisted
Index-0002 Internal 7 years 95% Shortlisted
Index-0003 External 3 years 80% Rejected
After Name Revelation (Interview Invitation Stage):
Index No. Name Internal/External Experience Interview Date Status
Index-0001 John Doe Internal 5 years 2025-03-10 Interview Scheduled
Index-0002 Sarah Ali Internal 7 years 2025-03-11 Interview Scheduled
4. System Workflow
1. Job Posting → Candidates apply → Applications stored with index numbers only.
2. Internal Candidates Reviewed First → If no selection, external candidates are considered.
3. Recruiters view long list → Candidates are displayed as Index-0001, Index-0002, etc.
4. Shortlisting & Name Revelation → HR/Admin approval required before revealing names.
5. Interviews Scheduled → Only shortlisted candidates' names are revealed.
6. Audit Window for Review → Any action taken can be audited before final decisions.
7. Final Hiring Decision Made → Offer letters sent, background checks initiated, and data exported to SAP HCM for onboarding and probation tracking.
5. Database Design (Key Tables)
5.1 Job Postings (jobs_table)
Field Name Data Type Description
job_id INT (PK) Unique job identifier
title VARCHAR Job title
department VARCHAR Department offering the job
created_at TIMESTAMP Job posting date
5.2 Applicants (applicants_table)
Field Name Data Type Description
applicant_id INT (PK) Unique applicant index
user_id INT (FK) Candidate’s user ID
job_id INT (FK) Job applied for
internal_status BOOLEAN Indicates if the candidate is internal
resume BLOB Uploaded resume (Word/PDF)
5.3 Applications (applications_table)
Field Name Data Type Description
application_id INT (PK) Unique application ID
applicant_id INT (FK) Candidate index
job_id INT (FK) Job reference
status ENUM Application status (Under Review, Shortlisted, etc.)
5.4 Interview Scheduling (interview_table)
Field Name Data Type Description
interview_id INT (PK) Unique interview ID
application_id INT (FK) Linked application
date DATETIME Interview date/time
platform VARCHAR Virtual (Zoom/Teams) or in-person
Scoring Criteria & Rating
• HR defines the scoring criteria for each position.
• Scoring categories could include:
o Technical Skills (e.g., 40% weight)
o Behavioral Skills (e.g., 30% weight)
o Leadership (e.g., 15% weight)
o Cultural Fit (e.g., 15% weight)
• Rating Scale: 1-5 or 1-10.
• If a score deviates by more than 2 points from the mean, the interviewer is prompted to provide a justification for their rating.
• HR/Admin reviews and approves