4. Configuration Astrow HR
9.3. Training plans
9.3.1. Training plan structure
You can also specify a training plan structure for each training plan. To do so, select a training plan from the list and click on the button.
Following window will be opened:
This window displays a list of scheduled courses for the selected training plan.
Year: Select the year for which you want to visualize the courses of the selected training plan.
Training plan code: Displays the code and description of the selected training plan. You can also select a different training plan from this roll-down list.
Select a training plan from the list and click on the 'Open' button.
• Click on the button to add a new scheduled course for the selected training plan. Following window will be opened:
Category name: Select one specific course category from the roll-down list or select 'All' meaning no specific category is chosen. Click on the button to add a new course category (refer to 9.1.)
Provider: The content of this roll-down list depends on the selected course category above.
Or all course providers will be available (if you selected category name 'All'), or only the course providers that offer courses of the selected course category. Click on the button to add a new course provider (refer to 9.2.).
Course code / Course name: This roll-down list contains all courses that are offered by the course provider selected above. Click on the button to add a new course (refer to 9.2.1.).
When a course has been selected, the calendar of this specific course will be displayed in the grid below (start date, end date and location).
Travel cost: Enter the travel cost of the scheduled course together with the used currency. If the needed currency has already been entered for another course you can select it from the roll-down list, if not the new currency can be entered in the text box.
Click on the button to save these modifications or on the button to close this window without saving any modifications.
• Select a scheduled course from the list and click on the button to modify the settings of the selected scheduled course. Following window will be opened:
Make the required modifications to this scheduled course and click on the button to save these modifications or on the button to close this window without saving any modifications.
• Select a scheduled course from the list and click on the button to remove the selected scheduled course.
9.3.1.1. Employees
All scheduled courses can be assigned to one or more employees. To do so, select a scheduled course from the list and click on the button.
Select a scheduled course from the list and click on the 'Employees' button.
Following window will be opened:
Course code: Displays the code of the selected course (refer to 9.2.1.).
Course name: Displays the name of the selected course (refer to 9.2.1.).
Provider: Displays the provider that offers the selected course (refer to 9.2.).
From date: Displays the first available start date of the selected course (refer to 9.2.1.).
To date: Displays the end date (that corresponds with the displayed start date) of the selected course (refer to 9.2.1.).
Location: Displays the location the selected course will take place on the displayed dates (refer to 9.2.1.).
• The tab 'Participation proposals':
On the first tab 'Participation proposals', you can select all employees that might follow the selected course.
Select one or more employees from the list on the left and click on the button to assign these employees to the selected course. All these employees will be added to the list on the right and will automatically have the 'Waiting' value in the 'Approved' column.
Now you can select for each employee (in the 'Approved' column) whether an approval has been given or not to follow this course. You have the choice between: 'Yes' (approved), 'No' (not approved) and 'Waiting' (waiting for a decision).
You can also remove an employee from the list on the right by checking one or more employees and clicking on the button.
• The tab 'Graduated course':
On the second tab 'Graduated course' all employees appear that have been given approval to follow the selected course (all employees with the 'Yes' value in the 'Approved' column on the first tab).
Employee: This column displays all employees that have been given approval to follow the selected course.
Graduated: In this column, you can select for each employee whether he/she has graduated the selected course. When this option has been selected, the 'Delivered' and 'Path' columns will also be available.
Delivered: Select the date on which the certificate for the selected course has been given.
Path: Click on the button or manually enter the path where the electronic file of the
certificate can be found (if available). Select a path and click on the button to open the attached file.
Click on the button to save these modifications or on the button to close this window without saving any modifications.
10. Recruitment
The recruitment module provides a way of defining vacancies and candidates, as well as the relations between them. This way, you will be able to manage the recruitment process.
The recruitment module (HR part 3) is an extension of HR part 1 and requires an additional licence.
REMARK: HR part 3 cannot be used without HR part 1!
The first step of the recruitment process is to define a vacancy. Next, a candidate pool has to be created.
10.1. Vacancies
This module allows you to define the vacancies in your company. This definition contains
information that describes the job position that has to be staffed, as well as the requirements a candidate has to fulfil to be considered for this position. You can also specify the received applications for each vacancy and select the recruitment instruments used for publishing this vacancy.
Select ‘Vacancies’ from the ‘Recruitment’ menu.
Following window will be opened:
Show: In this roll-down list, you can select to display only the vacancies with the selected status or to display all vacancies. The displayed vacancies are sorted descending on request date.
• Click on the button to add a new vacancy. Following window will be opened:
Vacancy code: Enter an identification code for this vacancy (maximum 10 alphanumeric characters). This has to be a unique code.
Department: Select a department from the roll-down list (contains all departments defined in Astrow Plus) at which a new vacancy has arisen.
Function: Enter the function the new employee will have. If the needed function has already been entered for another vacancy, you can select it from the roll-down list.
Job description: Enter the job description for this vacancy, which will be linked to the selected function. You can also select a job description that has already been linked to this function in other vacancies, clicking on the button. Following window will be opened:
Select a job description
from the list and click on 'OK' to confirm.
Requirements: Enter the requirements for this vacancy, which will be linked to the selected function. You can also select a requirement that has already been linked to this function in other vacancies, clicking on the button. Following window will be opened:
Documents: Attach one or more documents to this vacancy. Click on the button to select the document that has to be attached to this vacancy. Click on the button to open the attached document or click on the button to remove the attached document.
No of positions: Enter the number of positions available for this vacancy.
Type of contract: Enter the type of contract for this vacancy.
HR responsible: Select the HR responsible from the roll-down list (contains all employees defined in Astrow Plus).
Approved by: Select the employee by whom this vacancy has been approved from the roll-down list (contains all employees defined in Astrow Plus).
Approval date: Select the date on which this vacancy has been approved.
Needed by: Select the date by which this vacancy has to be filled.
Request date: This date is automatically filled out. This is the date on which the vacancy has been created (current date).
Suspending date: This date is automatically filled out. This is the date on which this vacancy has been suspended.
Closing date: This date is automatically filled out. This is the date on which this vacancy has been closed.
Vacancy status: A vacancy can have four different statuses:
o Inactive: the vacancy is defined, but the recruitment process is not started yet.
Active: the recruitment is started (default value).
Select a requirement from the list and click on 'OK' to confirm.
Click on the button to save your modifications and to close this window or click on the button to close this window without saving any modifications.
• Select a vacancy from the list and click on the button to modify the settings of the selected vacancy. Following window will be opened:
Make the required modifications to this vacancy and click on the button to save these modifications or on the button to close this window without saving any modifications.
• Select a vacancy from the list and click on the button to remove the selected vacancy.
10.1.1. Applications
You can also link applications to a vacancy. To do so, select a vacancy from the list and click on the button.
Following window will be opened:
In this window, you can define all applications that have been received for the selected vacancy.
Vacancy: Displays the function and code of the selected vacancy. You can also select a different vacancy from this roll-down list.
Candidate code: This code is automatically assigned by the system. Candidate codes starting with ‘INT’ are internal candidates, with ‘EXT’ are external candidates.
Candidate name: This is the name of the candidate that applied for the selected vacancy.
Select a vacancy from the list and click on the 'Applications' button.
• Click on the button to add a new application for the selected vacancy.
Following window will be opened:
Candidate: This list contains all candidates existing in the database. Select a candidate from this roll-down list or click on the button to add a new candidate (refer to 10.2.1.).
o Click on the button to add an application detail for this candidate. Following window will be opened:
Date: Select the date of the application detail.
Recruitment instrument: Select the used recruitment instrument from the roll-down list or click on the button to create a new recruitment instrument (refer to 8.9.).
Document: Click on the button to attach a document to this application.
Click on the button to save these modifications or on the button to close this window without saving any modifications.
o Select an application detail and click on the button to modify the selected application detail.
List with
application details
o Select an application detail and click on the button to remove the selected application detail.
o Select an application detail and click on the button to open the attached document.
Click on the button to save the new application or on the button to close this window without saving any modifications.
• Select an application from the list and click on the button to modify the settings of the selected application. Following window will be opened:
Make the required modifications to this application and click on the button to save these modifications or on the button to close this window without saving any modifications.
• Select an application from the list and click on the button to remove the selected application.
• Select an application from the list and click on the button to open the personal details of the selected candidate. For internal candidates the curriculum will be opened for the external candidates a window with all kinds of personal information will be opened (refer to 10.2.2.).
10.1.1.1. Events
You can also specify the different events that happen between the application and the final decision. This can be, for instance, interviews, tests, …
To add an event, you select a candidate from the ‘Applications’ window and click on the button.
Following window will be opened:
The recruitment events are sorted descending on the date of the event.
An application could be in some different statuses: None (by default), Suspended, To interview, To hire, Rejected.
Select a candidate from the list and click on the 'Events’ button.
The status will be displayed as follows:
: To interview : Suspended
: To hire : Rejected
Vacancy: Displays the function and code of the selected vacancy. You can also select a different vacancy from this roll-down list.
Candidate: Displays the name and code of the selected candidate. You can also select a different candidate from this roll-down list. The content of this roll-down list depends on the selected vacancy (shows all candidates for the selected vacancy).
• Click on the button to add a new recruitment event for the selected candidate.
Following window will be opened:
Date: Select the date the recruitment event took place.
Event description: Enter a short description of the recruitment event.
To do next: Define what to do next after this recruitment event.
Comments: Enter comments about this recruitment event.
Document: Click on the button to attach a document to this recruitment event. Click on the button to open the attached document.
Status: Select the status of the recruitment. You have 5 different options: ‘None’, ‘To interview’, ‘Suspended’, ‘To hire’, ‘Rejected’.
Click on the button to save the new recruitment event or on the button to close this window without saving any modifications.
• Select a recruitment event from the list and click on the button to modify the settings of the selected recruitment event. Following window will be opened:
Make the required modifications to this recruitment event and click on the button to save these modifications or on the button to close this window without saving any modifications.
• Select a recruitment event from the list and click on the button to remove the selected recruitment event.
10.1.2. Recruitment instruments
You can also link recruitment instruments to a vacancy. To do so, select a vacancy from the list and click on the button.
Select a vacancy from the list and click on the 'Recruit. Instrum' button.
Following window will be opened:
Select the recruitment instruments that are used for publishing the selected vacancy (use the
‘Ctrl’ button from your keyboard to select more than one recruitment instrument). The selected recruitment instruments are displayed with a blue background.
Click on the button to add a new recruitment instrument. The ‘Recruitment Instruments’
window will be opened (refer to 8.9.).
Click on the button to save these modifications or on the button to close this window without saving any modifications.
10.2. Candidates
This module allows you to add new candidates, modify the details of the existing candidates or remove candidates. You have the possibility to add both internal and external candidates.
The external candidates are displayed in green, the internal candidates are displayed in blue and the internal candidates not visible to the user because of a user filter (refer to 4.2.) will be displayed in red.
Select ‘Candidates’ from the ‘Recruitment’ menu.
Following window will be opened:
Select the recruitment instruments used for publishing the selected vacancy and click on ‘OK’
to confirm.
By typing the first letter(s) of the candidate’s name in the text box on top of this window, you can easily go to the searched candidate.