_System for HR team - recruitment of employees in Jira environment

Electronic recruitment systems and proven recruitment tools are increasingly sought after by professional recruiters and companies, who want to streamline the process of hiring new employees in their organizations. By combining the capabilities of Jira Service Management and Confluence (and proper configuration of both), we can implement a comprehensive environment, in which the recruitment process will be handled, starting from the issuance of a demand for an employee, through a multi-stage onboarding process including e.g. training and equipment management.

Hiring employees is a multistep process that requires cooperation between the management team, the HR team and the department responsible for managing company equipment or organizing training. Each step of the process and its level of development depends on the size and specificity of the company. Therefore, the description below should be treated as an example, not a strict template, according to which HR processes in Jira should be deployed.

Digitalization of business processes, including recruitment, requires a precise definition of each activity, stages, and various scenarios that form the overall course of events. This is an output activity that allows us to implement the appropriate information flow paths in the system. TT PSC’s team of analysts assists clients in defining the most important, output data, and the team of administrators takes care of the appropriate configuration of the environment.

Read more about how we work with companies: Implementations.

Recruitment process – why in the Jira system?

Atlassian’s solution environment (Jira + add-ons + other vendor systems) has the advantage that it can be systematically expanded, gradually moving all business processes into one ecosystem. As a result, employees do not have to learn new programs, use different applications for different activities and the company does not have to look for new solutions that cannot be integrated with the others.

• Advanced configuration possibilities – the possibility of transferring subsequent business processes and environment development to the system,
• a single, consistent ecosystem – no need to learn different apps for different tasks,
• a clear flow of information between employees,
• automation to relieve repetitive tasks,
• the possibility of working remotely – what the employee needs is just an Internet connection.

Recruitment in Jira Service Management + Confluence – preparation

1. Database for HR team in Confluence

First, we need to provide the HR team with a proper database where they can organize content in an accessible way. We suggest using the Confluence system for this, where you can create spaces that are dedicated and available only to selected teams. A database for the HR team can include, for example:

• Topic sections that take you to pages that contain more information:

• Pages that aggregate instructions, procedures, applicable regulations, or other information that HR uses in its daily work:

• Active action buttons that initiate the process and take the user straight to the task created in Jira – thanks to this, we have a smooth flow between the two systems, which is a significant simplification for the employee.

Confluence has become the main information base for our team, where we can find all the necessary materials and archive documents. It’s the starting point for many of our daily activities, including the recruitment process. Confluence and Jira allow us to have a smooth flow of information with the management, administration and IT team. All activities that make up the hiring and implementation of a new employee take place in this environment. This is a great convenience for us, as we can track every stage of the activity and we know what has already been done, what is already in progress, and what is still to come in the context of, for example, onboarding
– Anna Wdowiak, Chief People Officer at Transition Technologies PSC.

See also: Confluence by Atlassian – opinions and the most important functionalities from users’ point of view.

2. Determining the connection structure of employees and hardware

The initial action for implementing the recruitment process will be to define the dependencies and roles of employees, e.g. :

• which people are part of the management team and can issue hiring requests for new employees
• who is part of the HR team that such a demand is intended to reach,
• who should be assigned to prepare a computer for a new employee,
• who’s responsible for the training.

It is also important to create links between resources, such as:

• the hardware the company has,
• the manufacturers,
• specific models,
• where they are

etc.

This will make it possible to combine, for example, a request for preparation of a workstation with immediate information about the amount of equipment owned or the need to order new hardware. Thanks to this, automation will be introduced, which will make all the activities easier and faster.

More information about CMBD and asset management can be found in the text: Asset Management in Jira Service Management.

3. Identifying process steps and information flow

The recruitment process (just like any process that a company wants to digitize) initially needs to be divided into stages and different scenarios of action. It is also necessary to define who should be involved in it and what restrictions should be placed on access to information that will be processed in it. Usually it is not difficult, because companies that want to transfer certain activities to the IT system, know very well how they look like and what problems they should address in order to improve work. Our team usually comes up with an initial proposal, which we later refine by adjusting the data flow model to the customer’s needs.
– Magdalena Kwaczyńska, Delivery Manager at Transition Technologies PSC.

The design of requests is also a major issue to be determined initially.

The choice of headings or data to be included in the notification is determined at the beginning of the cooperation – the TT PSC team collects information from the customer on the course of the process and the needs related to, for example, the kind of information that certain teams need at specific stages. Thanks to this, the customer receives such a design of the applications, which facilitates and does not complicate everyday tasks in their company.

Requesting a new employee may require data such as:

• The person submitting the request,
• Job Title,
• The department for which the employee is sought,
• Description of responsibilities,
• Type of employment,
• Salary amount,
• Additional information (e.g., useful for creating a job ad for online portals).

Example:

Recruitment in Jira Service Management + Confluence – step by step

1. Requesting a new employee

The process of recruiting a new employee is initiated by the management – the manager requests a new employee by creating an application that is to be assigned to an appropriate project; the application may be titled e.g. “Recruitment” or (as on the screen below) “Hiring Request”; the manager fills in all the data needed by the HR team to issue a job advertisement. After completing and approving the form, the request goes both to the panel of the person issuing the request and to the panel of the HR team, to which the next step belongs.

2. Issuing of a recruitment notice

The HR team receives an email notification of a new submission and can navigate to it directly from the email via a hyperlink. The team leader can assign a specific person to a ticket so that it is clear who is to handle it. In some companies, team members assign themselves to tasks independently.

After a thorough review of the information, the HR team member:

• Ask the manager to add or clarify certain points if they are not clear – can do this individually by contacting the person who created the submission or by asking in the comments below the submission.
• Issues a recruitment announcement based on the information received.

* Job ads are issued on the recruitment portals the company uses; these are not integrated with Jira.

3. Tracking open recruitment

The HR team updates the status of open recruitments and completes them with candidates’ CVs and other information in the Confluence system so that only the management and other HR team members have access to the data. In this way, the company can centralize both current and past recruitment data clearly.

4. Statistics on open recruitment

and files with candidates’ CVs, Confluence also allows us to create a section with the statistics of conducted recruitment, where we can see such data as

• Number of job ads per status: how many are closed, on hold, canceled, or active
• Summary of the above quantities in percentage terms
• A summary of all advertisements: job title, number of applicants, office location, hiring area, project, status, HR-side lead, applicant, recruitment end date, and/or other information included in the recruitment request that the company wants to monitor or see additionally on the summary dashboard.

Reports on recruitment can be much more extensive and detailed, depending on the complexity of the process and the amount of information entered into the system. 

5. Once the candidate is selected: request a contract

Hiring new employees doesn’t mean the end of the hiring process. After the interviews, it is necessary to perform all the activities related to the actual employment, and one of them is the preparation of the contract. One of the solutions to this issue is to create a dedicated type of application, through which the manager requests the appropriate documents for the new employee. When implementing the recruitment process, we make sure that the entire onboarding process is also reflected in the system.

A contract request (Jira submission) can include elements such as:

• Candidate contact information.
• Job title.
• Position level (e.g. Junior).
• Department in which they will work.
• Area of expertise.
• Type of contract.
• Remuneration.
• Number of hours per workday (e.g., full-time, part-time, etc.).
• Length of contract (e.g., one year, indefinite).
• The date on which the agreement will become effective.
• Superior.
• Office location.

Below is an example of an extended contract request for a new employee that will resonate with large companies operating in many different locations and areas. At the same time, we would like to remind you that the forms in the Jira system are created individually and will contain the information your organization requires.

Important! Open contract requests can be additionally tracked on a generic page in the Confluence system. This allows managers and the HR team to quickly see at what stage each contract is or where the process has stopped.
An example of the workflow involved in preparing an employment contract:

Recruitment process in your company is unstructured or decentralized? Your company uses Jira and doesn’t want to invest in other tools? Or maybe you just have questions about the possibilities of the presented solution? Feel free to contact us!