Functional requirements of Recruitment Automation System with non-functional

Functional Requirements

1. User Registration and Authentication:
   • Allow users (recruiters, hiring managers, candidates, and administrators) to create accounts and log in securely.
   • Support role-based access control with different permissions for recruiters, hiring managers, and administrators.
2. Job Posting and Management:
   • Enable recruiters to create and manage job postings, including job descriptions, requirements, location, and salary range.
   • Allow for multiple job postings to be managed simultaneously.
   • Provide options to publish job postings on multiple platforms, such as company websites, job boards, and social media.
3. Candidate Application Portal:
   • Allow candidates to search and apply for jobs through the portal.
   • Enable candidates to create profiles, upload resumes, and submit applications.
   • Provide candidates with the ability to track the status of their applications.
4. Resume Parsing and Candidate Screening:
   • Implement automated resume parsing to extract relevant information from candidate resumes.
   • Provide an initial screening of candidates based on predefined criteria (e.g., skills, experience, education).
   • Rank candidates based on their fit for the job using AI or rule-based algorithms.
5. Automated Communication:
   • Send automated acknowledgment emails to candidates upon receipt of their applications.
   • Allow recruiters to schedule and send automated interview invitations, rejection letters, and other communications.
   • Provide templates for standard communication that can be customized as needed.
6. Interview Scheduling:
   • Enable recruiters and candidates to schedule interviews through the system, integrating with calendar applications (e.g., Google Calendar, Outlook).
   • Provide options for different types of interviews (e.g., phone, video, in-person) and support for video conferencing integration.
7. Candidate Tracking and Management (ATS – Applicant Tracking System):
   • Track candidates through different stages of the recruitment process (e.g., applied, interviewed, shortlisted, hired).
   • Allow recruiters to add notes, rate candidates, and collaborate with other team members.
   • Provide a centralized dashboard to view the status of all open positions and candidates.
8. Assessment and Testing:
   • Integrate with or provide built-in tools for candidate assessments (e.g., technical tests, personality tests).
   • Automatically score and rank candidates based on assessment results.
   • Store assessment results within the candidate’s profile for easy access by recruiters.
9. Reporting and Analytics:
   • Generate reports on key recruitment metrics, such as time-to-hire, source of hire, and candidate quality.
   • Provide insights into recruitment trends and bottlenecks through data visualization tools (e.g., dashboards, charts).
   • Enable the export of reports and data for further analysis or sharing with stakeholders.
10. Onboarding Management:
    • Provide tools to manage the onboarding process for new hires, including document submission, training schedules, and onboarding checklists.
    • Allow new hires to complete and submit necessary documentation through the portal.
    • Track onboarding progress and ensure compliance with company policies and procedures.
11. Integration with HR Systems:
    • Integrate with existing HR systems (e.g., payroll, benefits management) to streamline data transfer and reduce redundancy.
    • Support API integrations with other third-party tools, such as background check services, e-signature platforms, and employee databases.
12. Compliance and Equal Opportunity Management:
    • Ensure the recruitment process complies with local, state, and federal regulations, such as EEOC guidelines.
    • Provide tools to monitor and report on diversity and inclusion metrics within the recruitment process.
13. User Notifications and Alerts:
    • Provide real-time notifications to recruiters and hiring managers about new applications, upcoming interviews, and pending tasks.
    • Send alerts for critical actions or deadlines (e.g., candidate follow-ups, job posting expiration).
14. Talent Pool Management:
    • Allow recruiters to build and manage a talent pool of potential candidates for future openings.
    • Enable tagging, categorizing, and searching within the talent pool for quick access to suitable candidates.
15. Multi-language and Multi-currency Support:
    • Support multiple languages for both the user interface and communication templates.
    • Provide options for posting jobs in different currencies, catering to global recruitment needs.

Non-Functional Requirements

1. Scalability:
   • The system should be able to handle an increasing number of users, job postings, and candidate applications without performance degradation.
   • Support for scaling up to accommodate growing data volumes and additional features as the organization expands.
2. Security:
   • Implement strong encryption for data transmission and storage, ensuring the security of sensitive candidate and company information.
   • Ensure secure access control with role-based permissions and multi-factor authentication (MFA) for critical actions.
   • Regularly update security protocols and conduct security audits to protect against potential breaches.
3. Performance:
   • The system should offer quick response times and a smooth user experience, even during peak usage times.
   • Ensure that features like resume parsing, candidate screening, and reporting are processed efficiently.
4. Reliability and Availability:
   • Ensure high availability of the platform with minimal downtime, supported by redundancy and failover mechanisms.
   • Implement regular backups and disaster recovery procedures to prevent data loss.
5. Usability:
   • The user interface should be intuitive, user-friendly, and accessible to users with varying levels of technical expertise.
   • Provide a consistent experience across different devices and platforms, including desktops, tablets, and smartphones.
6. Interoperability:
   • The system should be compatible with various third-party HR tools, communication platforms, and job boards.
   • Support seamless data exchange with external systems using standard APIs and data formats.
7. Maintainability:
   • The platform should be easy to maintain, with clear documentation, modular design, and support for regular updates and bug fixes.
   • Implement automated monitoring and logging to quickly identify and resolve issues.
8. Compliance:
   • Ensure the system complies with relevant regulations and standards, such as data protection laws (e.g., GDPR) and employment regulations.
   • Provide features to support auditing, data retention, and regulatory reporting requirements.
9. Data Integrity and Accuracy:
   • Ensure that all data collected and processed by the system is accurate and consistent.
   • Implement validation checks, data integrity mechanisms, and error-handling processes to prevent data corruption or loss.
10. Localization and Internationalization:
    • Support multiple languages, currencies, and regional settings to cater to a global user base.
    • Allow easy adaptation of the platform to meet local regulations and practices in different countries.
11. Accessibility:
    • Ensure that the platform is accessible to users with disabilities, following web accessibility standards (e.g., WCAG).
    • Provide features such as screen reader compatibility, keyboard navigation, and adjustable text sizes.
12. Privacy and Data Ownership:
    • Ensure that users retain ownership of their data and can easily control, access, and delete their information as needed.
    • Provide transparency regarding data usage, sharing, and storage practices, with clear consent mechanisms.