Note: Descriptions are shown in the official language in which they were submitted.
CA 02405633 2002-09-27
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Employment Application Automated Management Method and System
Field of the Invention
The present invention relates generally to data management, and more
particularly to an automated method of managing employment applicants.
Background of the Invention
In order to find suitable candidates, a human resource person or
employer will normally run an advertisement in a paper large enough to
describe the job parameters. They then would receive resumes by mail, fax, in
person, or by e-mail. They would then have to read every resume and
manually try to figure out how to quickly select all of the candidates. The HR
person would then have to contact the selected candidates by phone or by e-
mail and document their actions in some form. Once the candidates are
contacted, a convenient meeting time is arranged. The HR person will have to
do this with all candidates in the same fashion.
Further, while there are a number of sites that help to bring in resumes
electronically, they typically are unable to easily sort them according to an
employer's wishes. What is needed is a method of quickly selecting suitable
applicants from large amounts of electronic resumes.
For the foregoing reasons, there is a need for an improved method and
system for managing employment applications.
Summar~~ of the Invention
The present invention is directed to an employment application
automated management method and system. The method includes the steps
of collecting employment application data, and managing the collected
employment application data.
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The system includes an employment application data collector for
collecting employment application data, and a collected employment
application data manager for managing the collected employment application
data.
The invention can be used as a powerful tool to increase HR
productivity and cut HR costs dramatically. The power is moved into the
hands of the decision makers. The invention will present summary reports
showing the status of all applicants through the job hiring process in an easy
to review chart. The invention will allow the employers to set convenient
times
for interviewing final candidates. Candidates would sign themselves up on-
line.
Other aspects and features of the present invention will become
apparent to those ordinarily skilled in the art upon review of the following
description of specific embodiments of the invention in conjunction with the
accompanying figures.
Brief Description of the Drawings
These and other features, aspects, and advantages of the present
invention will become better understood with regard to the following
description, appended claims, and accompanying drawings where:
Figure 1 is an overview of an employment application automated
management method in accordance with the present invention;
Figure 2 is an overview of an employment application automated
management system in accordance with the present invention;
Figure 3 illustrates an artificial intelligence hierarchy chart;
Figure 4 illustrates a hierarchy chart;
Figure 5 illustrates a work flow chart;
Figure 6 illustrates a work flow chart;
Figure 7 illustrates a create new job main window;
Figure 8 illustrates a create new job entry window
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Figures 9 illustrates an applicant questionnaire window; and
Figure 10 illustrates an applicant short list.
Detailed Description of the Presently Preferred Embodiment
The present invention is directed to an employment application
automated management method and system. As illustrated in Figure 1, the
method includes the steps of collecting employment application data 102, and
managing the collected employment application data 104.
As illustrated in Figure 2, the system includes an employment
application data collector 12 for collecting employment application data, and
a
collected employment application data manager 14 for managing the collected
employment application data.
Workflow
The Employer Sets up the Job
-The Employer goes to the website, signs on and pays a fee by credit
card to order job listing.
-The Employer describes the job
-The Employer sets up standard questions for employee candidates to
answer 'on-line'
-The Employer ranks the importance of the questions
The job is posted to the media
-The Employer e-mails job description to newspaper to get quote.
-The Employer orders newspapers to run job ad.
The employee Candidate looks for a job
-The Employee candidates see the job posted in various media.
-The Employee candidates go to the website and choose the job they
are applying for.
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-They then enter their name, telephone numbers, address, job history,
and receive an employee number for future use.
-The Employee candidates answer the questions 'on line'.
The Employer reviews the responses, on fine
-The Employer reviews the chart of candidates. This will be
automatically sorted based on the Employers preset ranking and the
Employee responses.
-If a candidate does not meet a minimum level of ability, they will
automatically be e-mailed a notice thanking them for their application
but they are not being considered at this time.
The Employer corresponds with the Employee candidates by e-mail
-The Employer can correspond with candidates at any time for further
info or to start an exploratory dialogue.
"Sorry No..."
-If for any reason the Employer does not like the candidate, a simple
click of a button will send the candidate a 'thank you, but not at this
time', e-mail.
uYou've been shortlisted... g
-Once candidates have been chosen for an interview, they will be sent
an e-mail telling them to go back to 'QuickSelect' to choose an
interview time. The Employer will be able to see, on line, who is
coming and when.
-All other candidates not shortListed will be sent an e-mail telling them
this. (They don't have to sit around and wait for the phone to ring.
-If during any process, the employer wishes to change the overall
ranking of a candidate, this can be done.
-Once the final decision is made, the Employer notes this on-line. The
finalists will be sent a note letting them know the decision.
"You've been hired"
CA 02405633 2002-09-27
-The Employee Candidate is hired for the job.
The invention provides a website that is geared towards providing
companies a means to shortlist candidates during a search of some kind. The
5 invention provides an on-line service, the difference being that there is no
product or service that needs to be delivered. The entire process is on-line.
The invention reduces the amount of time and cost to hire new employees.
The Employer never has to... make a phone call, open a letter with a resume,
sort, file, store, discard, organize any paper, kill any trees for the paper,
write
any letters except e-mails, waste a lot of time in preliminary meetings with
Employee candidates, leave their chair.
The invention cuts costs; increase the speed exponentially in narrowing
down the search for candidates. The invention provides an on-line web site
that employers can use to collect new employee candidates data. By allowing
for complete flexibility all business types can use this tool in the manner
that
they require. The employer can use questions to pre-screen candidates down
to the final candidates. The invention also coordinates initial meetings
without
requiring phone calls and unnecessary delays.
The Employee candidate can... find out quickly, whether they are even
a candidate for a job, correspond with more potential employers who don't
want to set up a meeting, but do want to have preliminary interaction to
'feel'
out a candidate, find out if they are turned down in lightning speed to allow
them to search on.
Employers (Searchers) do not have to:
a) Make phone calls to candidates
b) Open letters to review resumes
c) Sort, file. Discard or organize resumes in paper form
d) Write letters to candidates (e-mails only)
e) Waste time in preliminary meetings with candidates that end up
not having the basic credentials
Employee candidates (Searchees) can...
may be configured to define a o
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a) ... Find out quickly, whether they are even a candidate for the
job
b) ... Correspond with more potential employers who are just
'testing' the water and don't necessarily want a meeting.
c) ... Find out instantly if they even meet the minimum
requirements of the job
Web Page Description
Employer Area: The employer area will be a secure section of the
invention site that will allow the employer to manage their job postings.
Employer Login: Upon entering this page the employer will be able to
login using an existing employer account or create a new one.
Create Employer ID: A new employer will enter standard contact
information as well as a password.
Employer Info: The employer will be able to view their contact
information on this screen.
Edit Employer Info: The employer can edit their contact information
using this screen.
My Jobs: This is the main screen from the employer's perspective. This
screen lists all Job Ads the employer has ever posted along with the number
of applicants and it's current status and the ability to do the following: 1.
View Applicants 2. Create a New Job3. Post a Job Ad 4. View a Jobs.
Edit a Job6. Delete a Job 7. View an Old Job 8. Use an Old Job as a
Template
View All Applicants: This screen will list all applicants that have applied
for the job along with their calculated rank and other summary information.
The employer will have the ability to do the following: 1. Vew Applicant
Details2. Highlight the applicant for round 2 or round 3 (using a checkbox)
3. Add Notes about the Applicant4. Filter Applicants5. Print
Applicants6. Export Applicants
dew Applicant Details (Level 1): This screen will display the
applicant's details including their contact information, employment and job
history, answers to job related questions, and links to any work samples that
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they have submitted. The employer will have the ability to do the following:1.
Email the applicant 2. Highlight the applicant for the next round (using
a checkbox) 3. Print the applicant 4. Delete the Applicant 5. Add notes on the
applicant 6. Add a personal rating
View Applicant Responses: This screen will allow the employer to view
the answers to the questions that they have created. The screen will contain
standard features including the ability to add notes about the applicant and
revise their rating of the applicant. The employer will also be able to
highlight
an applicant for the next level by clicking on a link.
Communicate with Applicant: This screen will allow the employer to
communicate with an applicant. The screen wilt contain a box that allows the
employer to send the applicant a message. To respond the applicant will
have to login to the invention site and save their message to the database.
The screen will contain the following: 1. A box to create and send a message
2. A history box listing all past messages sent
Filter Applicants: Using this screen the employer can find candidates
that match their needs. Based upon the Job Related Questions that the
employer defined for the job a number of drop down boxes and text fields will
be available that will allow the employer to build a search query. All of the
same functionality present on the View Applicants screen will be available to
use on the filtered applicants.
Print Applicants: This screen will bring up a print-friendly page that
allows the employer to print all or filtered applicants
Export Applicants: This screen will allow the employer to export all
applicants or only filtered applicants to HTML, comma delimited text, PDF or
MYSQL database. The employer will be able to choose their desired format.
dew Pre-Screened Applicants (Level 2):This screen will list all
applicants that have made it to the second round of the process based on
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automatic pre-screening. The employer will have the ability to do the
following: 1. dew Applicant Details - Includes Applicant Responses2.
Highlight the applicant for round 3 (by clicking on a link) 3. Add
Notes and a rating for this round 4. Filter Applicants 5. Print Applicants 6.
Export Applicants7. Create Follow Up Questions
Shortlist Applicants with Questions (Level 3): This screen will list all
applicants that have made it to the third round of the process based upon
automatic pre-screening. In this round the employer will correspond on a one
on one basis with each applicant to further shortlist the applications. The
employer will also be able to send everyone that has made it to Level 3 a
second round questions. The employer will have the ability to do the
following:
1. View Applicant Details - Includes the ability to correspond with the
Applicant 2. Highlight the applicant for an Interview (Round 4, by clicking on
a
link) 3.Add Notes and adjust rating 4. Filter Applicants 5.Print
Applicants6.Export Applicants7. Create Follow Up Questions
Create Follow Up Questions: This screen will be accessed from the
View Applicants Details screen. It will allow the employer to create a number
of follow-up questions for applicants that have advanced to level 3 of the
hiring process. Most questions will probably require written answers but the
employer will have also be able to ask for a resume, cover letter and work
samples. Once the employer has created the follow up questions they will be
able to email the applicant the questions by pressing a button. The applicant
will receive a form in their email that will allow them to answer the
questions
and hit a submit button. Once they hit the submit button their answers will be
saved in the database.
Schedule Interviews (Level 4): This screen will list all applicants that
have made it to the Interview round. The employer will have the ability to do
the following: 1. View Applicant DetaiIs2.Add Notes and adjust rating 3.
Filter
Applicants 4. Print Applicants 5. Export Applicants 6. Create Follow Up
Questions 7. View Follow Up Questions and Answers 8. Create Interview
Times 9. View Interview Times
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Create Interview Times: Using this screen the employer will list
available interview times. Once they are happy with the times they will click
a
button to send an email Level 4 applicants. The applicants will receive an
email telling them they have qualified for an interview. The applicants will
then log in and pick an interview time on a first come first serve basis.
dew Interview Times: Once applicants have chosen interview times
the employer will use this screen to see when applicants are scheduled.
Close Job: Using this screen the final applicant will be chosen and the
job will no longer viewable on the employer's job listing page.
Create a New Job: This page will include a brief description of the
steps involved in creating a job and eventually posting the job ad. After
hitting
the continue button, the employer will go to the first page.
Job Description: On this screen the employer enters the following
information: 1. Job Title 2. The opening and closing date for accepting
applications 3. Job Description, requirements and any additional information
the applicant needs to know Education and job history questions will be
standard and therefore do not have to be entered by the employer.
Create Questionnaire: Using this screen the employer will build a
series of job related questions for the applicants to answer. The questions
will
be used later to automatically calculate a ranking for the applicants and
allow
the employer to filter applicants. The employer will be able to build the
following question types: 1. Rating 2. Multiple Choice 3. Written Answer The
screen will list questions currently in the questionnaire and allow the
employer
to add and edit new questions, add groups, sort question order and delete
questions.
CA 02405633 2002-09-27
Rank Questions: This screen will list all questions that the employer
created on the previous screen. The employer will be able to rank the
importance level of all rank and multi-choice questions.
Confirmation:This screen will contain a brief confirmation message that
5 job posting is complete and instructions on what to do next. The employer
will
now have the ability to: 1. Continue (return to My Jobs screen) 2. Review the
Job3. Go back and edit the Job4. Post the Job (goes to the Post My Job
section)
10 Post a Job Ad: This screen will include a brief description of the steps
involved in posting a job. Once the employer hits the continue button they
will
be taken to the "Build My Job Ad" screen.
Build My Job Ad(1.1.2.7.1) On this screen, the employer will choose if
they want help posting their job ad in a newspaper. If they do want help they
will enter the text that will appear in their job ad in newspapers and online
job
boards. The employer will then be able to send their Job Ad via email to
newspapers to receive a quote. The following standard message will be
added to the employers ad: "To apply for this job please apply online at
http://www.yourcompany.com/jobs" so that the employer will not have to know
this technical info. Once the employer hits the Save button they will be taken
to the Review My Job Ad screen.
Review My Job Ad: On this screen the employer gets a preview of
what their job ad will look like. They have the opportunity to edit the ad
before
it is submitted.
Publish My Job Ad: On this screen the employer chooses which online
job boards and offiine newspapers they wish to post their job ad in. (this
will
be added in the future I possible) The employer will use checkboxes to select
where their ad will appear. Some publishers will require a fee to post the
job.
The total price will be displayed at the bottom of the screen and added to the
bill. Once the employer hits the save button they will be taken to the billing
info screen.
Billing Information: On this screen the employer will enter their billing
information. They will choose which method of payment they wish to use. At
the moment we estimate that we will be able to offer American Express,
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MasterCard and Visa. They will then enter their card number and expiry date.
If our payment fulfillment company provides address verification we will also
require the employer to enter the address to check it against the cardholder's
address.
Confirmation(1.1.2.7.5) This screen will present a summary of the
information collected for the employer to review. Once the employer is happy
with their ad, the locations in which the ad will be published and the total
price, they will click the Submit button. The Submit button will bill their
credit
card and put their job ad live.
View A Job: This screen will display detailed information about the job
postings. It will include all information that the employer has entered and
some summary information: 1. Job Title, Description, Running Date2.
Total Number of applicants and a link to view applicants3. Status of
the Job Ad (is it currently running?)4. Links to view the questions created
for the posting If the Job Ad is currently running the employer will only be
able
to change the Job Title and Description as the questions will have to stay
consistent. If the job is not running the employer will have the ability to
use it
as a template for a new job ad. The employer may also delete a job ad that is
not running at the moment. If they do this they will loose all applicants and
data associated with the job.
Applicant Area: The applicant area will be a public area that will be
accessed by applicants. Applicant areas will be linked to remotely from
employer's websites.
Job Listing: This screen will display a listing of the jobs that the
employer is currently accepting applications for. The screen will try to match
the employers website as much as possible. The page will include a brief
introduction and list the jobs that are currently running. Once the applicant
clicks on the job ad they are interested in they will be taken to the job
description screen.
Job Description: This screen will detail information about the job that
the applicant is interested in. It will include the following information:1.
Job
Title2. Running Date Range (i.e. May 15, 2002 to May 31, 2002)3. Job
Description After reading the job description the applicant can choose to
apply
for the job by clicking the Apply button.
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Login Applicants will be required to login so that their information can
be stored for future use and communication. If the applicant has already
created an applicant ID they will be able to login by entering their email
address and password. If the applicant does not have an applicant ID they will
click on a Create New Applicant ID link to create one.
Create Applicant ID: On this screen the applicant will enter standard
contact information. The information will be stored in the database so that it
can be reused for multiple job applications. The following information will be
collected: 1. Email Address (username)2. Password3. First Name, Last
Name4. Address, City, Province, Postal Code 5. Daytime Phone, Evening
Phone, Cell Phone 6. Website Once the applicant fills in this information they
will be taken to the Education and Job History information screen.
Fill In/Review Contact Information(2.1.2.1.1) If the applicant just
created a new user they will skip this screen. If the applicant has applied
for a
job with the employer in the past they will review their contact information
to
make sure it is still accurate. The screen will contain the same information
outlined on the Create Applicant ID screen.
Fill In Education and Job History Information: On this screen the
applicant will enter information related to their education and job history.
The
questions on the page will be determined by the employer but may include the
following:1. A number of text boxes to collect past Employers, Positions and
Time-periods 2. The highest level of education attained3. The schools and
courses attended
Fill In Job Related Questions: On this screen the applicant will answer
a number of questions related to the job they are applying. The page can
include:1. Rating Questions2. Multiple Choice Questions 3. Written
Answer Questions
Confirmation: Once the applicant has completed all screens they will
receive a confirmation message thanking them for their application.
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Employer Perspective
1 Signup
1 Create username email address/password
2 Enter contact information
3 Receive confirmation via email that their account has been
created and is ready to use
4 Click on link in email to go to login page
2 Login
1 Enter username (email address?) in login box
2 Enter password in password box
3 Click login button
3 Create a
New Job Posting
1 Enter Job Title
2 Select Date Range that Job Ad Will Run
3 Enter Job Description and Requirements
4 Create Job Specific Questions
5 Rank Question Importance
6 Save Job Posting
4 Review
and Post
a Job Ad
1 On the "View My Jobs" screen - Find the job
and click "Post this
Job" button next to it
2 Review the job posting and click OK or Edit
3 On the "Submit My Job Screen" - Select the
newspapers and
job bo ards that the ad will appear in
4 Click Next
5 On the "Billing Information Screen" - Enter
credit card
information
6 Click Post
5 Review
All Applicants
(Once a job
is posted
and applications
come in, the employer can review applicants)
1 On the "View My Jobs" screen - Find the job
and click the "View
Applicants" button next to it
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2 On the "View All Applicants" screen you will be able to view the
applicants listed by a calculated rank
3 To view applicants filtered by criteria click the "Filter Applicants"
button
4 Use the drop down boxes to build a search critera and press the
"Filter" button to screen the applicants
6 View Pre-Screened Applicants (views only applicants that have
scored above the prescreen level)
1 Mark Desired Applicants as Level 3 Applicants by clicking button
2 View Applicant Details (contact information/answers to job
questions/communicate with applicants)
7 Shortlist Applicants (views only applicants that are in level 3 as set by
the employer)
1 Mark Desired Applicants as Level 4 Applicants by clicking button
2 View Applicant Details (contact information/answers to job
questionslcommunicate with applicants)
3 If desired, send Followup Questions to all applicants in Level 3
8 Schedule Interviews(views only applicants that are in level 4 as set by
the employer)
1 View Applicant Details (contact information/answers to job
questions/communicate with applicants)
2 Setup interview times
3 Mark Desired Applicants as Level 5 Applicants by clicking button
9 Close Job
1 Offer job to desired applicant
2 Close job
Applicants Perspective
V;ew Job Ad in Newspaper or on Job Site
1 Apply for a Job:Go to the companies job listing page listed in Job Ad
1 Click on the desired job to view the job details
2 Click on "Apply"
3 Goto Login Page (if applicant doesn't have ID goto New
Applicant Page)
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4 On New Applicant page, fill out Contact Information and supply
a password
5 Login to system
6 Review and edit contact information
5 7 Fill in education and Job History Information
8 Fill In Job Related Questions
9 Read confirmation screen
Saving time saves money and allows managers to deal with more
1 o important issues. With the invention, everything up to and including the
setting
up of interview times is done electronically. No paper needs to be handled at
any time. As soon as an Employee candidate sees a job ad, they would go
the Internet site listed for the job. They would then get extensive
information
about the job and decide whether or not they are even interested in the job.
15 Companies will be able to run smaller job ads knowing that the details will
be
available on the site. They can even add links to their own corporate web site
to help the employee candidate decide whether they are interested in working
for the company. All of this is designed to reduce the amount of time and
clerical work that normally is done when going through the hiring process.
The invention can be used as a powerful tool to increase HR
productivity and cut HR costs dramatically. The power is moved into the
hands of the decision makers. The invention will present summary reports
showing the status of all applicants through the job hiring process in an easy
to review chart. The invention will allow the employers to set convenient
times
for interviewing final candidates. Candidates would sign themselves up on-
fine.
Although the present invention has been described in considerable
detail with reference to certain preferred embodiments thereof, other versions
are possible. Therefore, the spirit and scope of the appended claims should
not be limited to the description of the preferred embodiments contained
herein.
