Aspirant On-Line Applicant Tracking System...

Aspirant On-Line is a web-based applicant tracking system for the management of information relating to the staffing process - Jobs, Candidates, Hiring Managers and Hiring Organizations. Candidate searches are lighting fast with a typical search through a database of 100,000 or more resumes taking only a few seconds. Once a search is complete the results, ranked according to how closely they match your requirements, are displayed on screen.  Using this service, organizations can be assured that candidate screening takes place as rapidly as possible after the receipt of the information and more importantly all candidates (both current and historical) are reviewed against current job openings.

Aspirant On-Line can be purchased as a stand-alone product or as an optional component of Department Manager' Toolkit.  Either way it is a very inexpensive solution for your hiring manager's.

Career Center...

Aspirant On-Line provides job management capabilities that fully integrate your recruitment efforts with the World Wide Web. Candidates visiting your corporate web site can search for their ideal job, create an account which allows them to apply for jobs and fill out your employment application and other required paperwork from over the internet or from kiosks deployed in your intake areas. Best of all this is completely integrated with our applicant tracking system that is on your users desktop.  It also integrates seamlessly with Department Managers' Toolkit, our optional human resource software solution.

Comprehensive Candidate Screening...

Since the Career Center and Applicant Tracking System are completely integrated all screening questions are immediately present on your Career Center. And, candidate replies are automatically recorded in their permanent record making evaluations quick and easy.  The program uses a skills match scoring system giving them points for each skill they've attained that is a prerequisite for a particular job position.  If they have applied for multiple positions the skill ranking will adjust to match that positions requirements.  This always gives you an accurate view of a candidate based on the job applied for.

A World Class System....

With it’s world-class career center for your corporate web site, leading web-based applicant tracking system, internet-wide job posting as well as candidate and line manager self-service, Aspirant On-Line provides our clients with the technology framework for their Internet recruiting strategy.

Aspirant On-Line offers advantages that are too important to pass up.  The principal advantages to our on-line system are:

  • Block applicants from applying for positions unless the position is open.
  • Elimination of hundreds of job applications and the complication of sifting through paper resumes’.
  • Complete job application including questions covering criminal history, driving history, military history, education, references, and skills achieved.
  • Automatic ranking of prospective job candidates based on skills they’ve indicated they have.
  • Ability for an applicant to apply for more than one open position.
  • Automatic blocking of individuals who have been flagged as Not Meeting your requirements.
  • Automatically blocking an individual for applying for the same job more than once.

There are two components to the system.  The first component is the program that is installed on your hiring managers and HR staffs local computer (in-house).  The second component is the web interface that can be installed on any Windows server.  You can tie the system into your existing website, or create a link to the reporting website.  The web interface also allows you to view statistical data based on a number of views of that data.  You can query the system by job code, requisitions, or you can view listings of all applications or only recently filed applications.

White Paper...

Click Here to download our white paper for a complete description of the system.

Take a Demo

Easy 1, 2, 3 Setup

We’ve developed the program to be very easy to set up. The basic process is shown in the flow chart below. 

  

 

 

 

 

 

 

 

Step 1 involves installing the program executable on each users computer and a .dll and executable that resides on the web server.  This step takes about ½ hour.

Step 2 involves a one-time set-up of job codes for each of your positions.  You only need to establish the job code information for positions you will be advertising.  You can always add additional job codes at any time.

Job code setup includes creating job descriptions.  If you already have them for the position you can cut-and-paste into the job description field, or point to the file on your server.

Step 3 involves creating a requisition.  The requisition is used to enable a job listing on your website.  It takes about 3 minutes for each job listing and uses the information you set-up in the job code which eliminates redundancy.

You are now ready to review and select candidates that have completed the on-line application.

In-House System

Personnel Requisition Form

The Personnel Requisition form is used to record job openings that have been approved.  It is a great way to demonstrate compliance with applicable Equal Opportunity laws.  In addition, hired job candidate information is easily moved to the employee record with a click of a button.  Only open job postings are available to job applicants.

Recruitment Source Information Tab

This tab allows you to track the who, what, where and when details of ads or postings for this requisition.  The user should select the source of the ad, and enter any relevant information, including the date ranges for the particular posting. 

Selected Candidates Tab

This tab allows you to track who has been considered for this position, and whether or not they've been hired.  Only those qualified applicants that have been entered into the candidates form can be selected.  The candidates available to the picklist are:

  • Persons who have applied for this position, and
  • Persons who have been entered into the candidates form, and
  • Persons that have been set as "Meeting Hiring Requirements".

Requisition Approval Routings Tab

This tab allows you to add routings for your approval process.  If you are using Aspirant On-Line, these routings can be used to send a link to the applicable manager for approval of this requisition.  The manager then clicks on the link and an approval form is given to them.  They either approve the requisition by clicking on the approval or disapproved button. 

Candidates Form

The candidates form allows you to track information about persons who have applied for positions within the company.  Relevant fields from this form can be transferred to the employee table should if this person is hired.

Contact Information Tab

The contact information tab contains fundamental information such as name and contact information.  All fields except middle name, Apt #, phone, alternate phone and fax # and mailing address are mandatory. 

If the person was hired using the requisition form the hired checkbox on the bottom of the form will be checked.  In addition a "Move to Employee Recs" button will be available.  When you wish to move the candidate information to the employee table click this button and follow the on screen prompt to designate an employee number, as well as all mandatory fields that must be completed before moving the person to the employee system.  Once the data is successfully moved, the buttons caption will change to "Reverse Hiring", and the hiring checklist will be available for update in using the Employee record jacket.  The information in the candidates form will be read-only to prevent further editing.  However, this information is available for editing in the Employee record jacket.  Also, when a candidate record is moved to the employee table, a pending status is given.  Use the employee record jacket find form, enter a "P" into the status field and the records still pending will be available.

Secondary Tab

This tab allows you to enter extended information about the applicant.  In addition, the user will select the position and application date, whether the person is furloughed, if they have recall rights, their ability to travel and if they have relationships with existing employees. 

After reviewing the applicants qualification and skills, the user must determine, and flag, if the applicant meets company hiring criteria.  If the candidate does their name will be available for selection in the requisition screen. 

 
Education Tab

This tab allows you to enter information about the applicants education. None of the fields in this form are mandatory.

Traffic and Criminal Tab

This tab allows you to enter information about the applicants driving and criminal history. This information is not mandatory.  However, in certain industries Federal Law may require you to perform a background check.  This information may be useful to you in selection of appropriate candidates.


References Tab

This tab allows you to enter in reference information collected during the hiring process.

 

Interview Information Tab

This page can be used by your managers and hiring personnel to enter useful notes regarding the suitability and scheduling of a candidate.  This information will not carry-over to the employee record if they are selected.

 

If a “+’ symbol is available next to the subject line of the note this means that additional information may be viewed by expanding it.

The notes tab is useful for keeping a journal entry of things you believe are important about this individual. 

Skills Information Tab

At the beginning of program set-up you were given an opportunity to include skill codes which would be used to measure an applicants abilities.  You can indicate the applicants skill achievements using this tab.

Jobs Information Tab

An applicant may apply for more than one open position.  This form is used to indicate the positions he or she has applied for.  When you have reviewed the applicants resume you can set a flag indicating if the person meets your requirements. The default setting is “Undecided”.

Web System

The web-side portion of our system is used by candidates to apply for open positions.  It mimics the questions on the in-house candidates form.

In order for the position to show on the job listing form a Job Requisition as described in the beginning of this document must be completed, and it must be open for enrollment.

Job Listings

Job descriptions can be viewed by clicking on the position they are interested in.

A registered applicant can apply for a position by clicking on the Apply checkbox and then submitting the form.  This information is then saved and can be viewed in the Jobs Information Tab on the in-house system.

If the applicant has previously applied for a particular job, and that job opens in the future, it is removed from the listing and a message is given to the applicant advising them of this.

Applicant Enrollment

Any person can enroll in your application system by using the “Start Process” menu option or “Register” links that would be included in your current website.

Before they enroll they must agree to the “Terms and Conditions” of the application.  The terms and conditions are decided by you.

Once they agree they complete the enrollment form below.

 

Once the applicant has successfully completed the registration process they complete the following portions of the main application.

Employment Questions

These questions establish the candidates availability, right to work and previous termination.  They also indicate there furlough status, travel ability and referral source.

 

Education

Collection of basic educational information is limited to the highest or most relevant degree the person holds.  The system does not rank a person based on how many degrees they hold, or the type of degree obtained.

Previous Employment

Military Service

Skills Listing

If you established skill codes during program set-up, the applicant is given an opportunity to indicate skills they have achieved.

Skills are used by you as an indicator of the applicants abilities in various areas.  Although all skills entered into the system are included for the applicant, the applicant ranking logic assigns 1 point for each required skill, and .01 for each optional skill.  This gives you the best possible view of the applicants abilities in comparison to others.

Optional Questions

The system is designed to collect only the information that is necessary for the position.  Some state laws preclude you from asking questions during the application process that are not necessary to qualify an individual for a position.  Criminal history is one such example.

When you set up the job code for each position you can indicate whether or not these questions should be included as part of the application process.  If an applicant applies for this position, and he or she has not previously answered these questions, the applicable page will be presented to them.

Criminal History

These questions are asked whenever you have checked the “Enable Criminal History” checkbox. 

Driving Record

In situations where a person will drive a company vehicle a thorough review of the persons driving history can be made.  Select the “Enable Driving Questions” checkbox on the job code setup form.

DOT Drug & Alcohol Question

DOT regulated positions require you to ask each applicant whether or not they have failed or refused to take a pre-employment drug or alcohol test for another DOT regulated company.  You can require an answer to these questions by checking the “Safety-Sensitive” checkbox on the jobcode form.

TSA Criminal History

The Transportation Security Administration requires employers to perform Criminal History Records Checks (CHRC) for certain classes of industry workers.  This check is a specific list of disqualifying crimes and should only be used for the regulated positions.  You can require the applicant to review a list of disqualifying crimes and answer either “Yes” or “No” to certify this review to determine their eligibility for this position.


Hiring Manager Web Interface

Queries

Hiring managers can query the system to view applicants.

The query can be based on a job code or recent submissions.  You can also view open requisitions and applicants who have applied for that position.

Applicant Listing

When a query is made the hiring manager will receive a listing of the candidates, ranked by their skills score.  As mentioned earlier in this white paper, the score is an invaluable tool that helps your managers decide which candidates are best suited for this position.

Applicant scoring is based on the following factors:

  • Education Level (1 point for College regardless of level)
  • Required Skill Achievement (1 point each skill)
  • Secondary Skill Achievement (.01 point each skill)

If the manager is interested in viewing a resume for a particular individual he or she can click on the Applicant ID link and the full resume is presented to them.

 

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