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Final Project - Product Documentation
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Product Discovery #1
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Epic Title - Your Solution Here


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Created On
January 28th, 2024
Product Manager
Muhammad Wahyu Al Kautsar
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Problem Alignment

Background

Businesses face challenges in finding and evaluating candidates, and there is a need for a platform that can streamline the hiring process and reduce the time needed to recruit high qualified candidates. Companies seek candidates with relevant education, work experience, and specific skills aligned with job requirements.
For the recruiter theres some pain point in the recruitment process such as facing fierce competition, struggling with employer branding, ineffective screening methods, investing in training & development, battling time constraints, high costs, and compliance complexities. In the other side, the candidate have some pain points such as information overload, lengthy processes, unclear descriptions, getting ghosted, lack of transparency, unrealistic expectations, unfair bias, slow decision-making, fierce competition, inflexible processes, unprofessional interviews, and job insecurity.
Companies expected benefits from the hiring platform to reduce time for faster job posting, candidate sourcing, applicant tracking, scheduling, and communication. Also to reduce costs that can be lead to reduced advertising, agency fees, time-to-hire, screening expenses, and turnover costs. As for the candidate they expected hiring platform that can reduce their time and cost such as easier job search, quick application process, transparent updates, mobile access, no resume writing or job search coaching fees, potentially reduced travel costs.

Data Evidence

The main challenges faced in the recruitment process
For recruiter :
Attracting top talent: Facing fierce competition, struggling with employer branding, and reaching passive candidates.
Screening and selecting: Dealing with inaccurate job descriptions, ineffective screening methods, and unconscious bias.
Onboarding and retaining: Ensuring a positive onboarding experience, investing in training & development, and fostering cultural fit.
Other challenges: Battling time constraints, high costs, and compliance complexities.
For candidate :
Job search & application: Information overload, lengthy processes, unclear descriptions, and getting ghosted.
Selection & communication: Lack of transparency, unrealistic expectations, unfair bias, and slow decision-making.
Other frustrations: Fierce competition, inflexible processes, unprofessional interviews, and job insecurity.
Preferences and expectations do companies have regarding desired candidates
Companies seek candidates with relevant education, work experience, and specific skills aligned with job requirements. Cultural fit, adaptability, and a willingness to learn are valued. Strong communication, teamwork, and leadership potential are crucial. Proactiveness, results-oriented mindset, and tech-savviness are often preferred. Networking skills, a global mindset, and ethical behavior are also key considerations. Preferences vary based on industry, job roles, and organizational culture, with job descriptions outlining detailed expectations to attract suitable candidates.
Benefits that are expected from using a recruitment platform, both in terms of time and cost
For Companies:
Time: Faster job posting, candidate sourcing, applicant tracking, scheduling, and communication.
Cost: Reduced advertising, agency fees, time-to-hire, screening expenses, and turnover costs.
For Candidates:
Time: Easier job search, quick application process, transparent updates, mobile access.
Cost: No resume writing or job search coaching fees, potentially reduced travel costs.
The sets that make the hiring platform different from other similiar platform
Other platforms may not have a feature that can directly test the candidate. It is an opportunity to make a feature that can test the candidate specifically.

Challenge

How might we help companies reduce their time and costs?
How might we help companies found the highly-qualified candidate?
How might we help companies increase effective and efficiency of their screening method?
How might we help candidates reduce the time of their recruitment process?
How might we help candidates increase their chance to pass the screening process for faster application?
How might we help candidates be able to see the updates of their application?

Success Criteria

Higher stakeholder satisfaction: Achieve a minimum of 80% stakeholder satisfaction with the platform's features and solutions for decision-making, as measured through user satisfaction scoring.
Increase stakeholder engagement: Achieve a minimum of 80% active (upvote & comment) participation from hiring managers, recruiters, and other stakeholders in the decision-making process in three weeks time-box after screening stage.
Reduction in screening process: Achieve a measurable decrease in the average time it takes to screening candidate compared to the pre-platform implementation period.
Cost savings in recruitment: Achieve measurable cost savings in the recruitment process, considering factors such as reduced advertising costs, decreased time spent on manual processes, and optimized resource allocation.
Higher rate of successful placement: Increase the percentage of successful candidate placements, measured by candidates who complete the hiring process and are successfully onboarded.
Increased quality of hires: Demonstrate an improvement in the quality of hires, as measured by performance evaluations, retention rates, and employee feedback.

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Proposed Solution

After doing some research and competitive analysis with other similiar platform, there is found that current hiring platform doesn’t have a feature that can directly test the candidate with specific job position. It will lead to longer screening process time and slow decision-making. Also, because of poor screening process, it will increase the screening expenses and time-to-hire, making the company loses some of their time and costs. Based on the hypoteses above, there is opportunity to make a hiring platform which has a feature to provide direct tests to candidates according to the needed of position.
The proposed solution section should provide a clear and concise overview of the solution being proposed to solve the problem statement and challenge, including a breakdown of its components and the benefits it will provide to end-users and the business.
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User Stories

List all Requirements as detail as possible which includes scenario role, pre-condition, action and impact.
Example for User Story, Scenario, and Acceptance Criteria
User Stories
Scenario
Acceptance Criteria
As a Hiring Manager, I want to easily collaborate with other team members within the platform, including sharing candidate profiles, conducting collaborative assessments, and making collective hiring decisions.
Given I am a hiring manager logged into the E2E hiring platform,
When I want input from team members on a candidate's profile,
Then I should be able to share the candidate's profile with team members and conduct collaborative assessments.
The platform should provide a feature for hiring managers to invite team members to review candidate profiles.
Hiring managers should be able to share candidate profiles, including resumes and assessments, with team members.
Team members should have the ability to provide feedback and comments on candidate profiles within the platform.
The platform should facilitate communication and collaboration among hiring team members through messaging or commenting features.
Hiring managers should be able to initiate and conduct collaborative assessments directly within the platform.
As a Recruiter, I want to easily post job openings on the platform, specifying key details such as job description, requirements, and application deadlines, to attract qualified candidates.
Given I am a recruiter logged into the E2E hiring platform,
When I navigate to the "Post a Job" section,
Then I should be presented with a form to input key details for the job opening.
And I fill in the form.
And I click "Submit," Then the job opening should be immediately posted on the platform's job board.
The recruiter should be able to access the "Post a Job" feature from the main dashboard.
The form for posting a job should include fields for Job Title, Job Description, Requirements, and Application Deadline.
The Requirements field should support a bullet-point list for easy readability.
The Application Deadline field should include a date picker for selecting the deadline.
Upon submitting the form, the job opening should be immediately visible on the platform's job board.
The posted job should display accurate details, including the job title, description, requirements, and application deadline.
The platform should send a confirmation notification or email to the recruiter after successfully posting the job.
The job posting should be searchable and accessible to potential candidates on the platform.
As a Hiring Manager, I want to receive timely notifications and updates on new applications, so I can stay informed and initiate the candidate review process promptly.
Given I am a hiring manager logged into the E2E hiring platform,
When a new candidate submits an application for a job opening I posted,
Then I should receive a real-time notification on the platform and an email with details about the candidate and the applied position.
The platform should send an immediate notification to the hiring manager when a new application is submitted.
The notification should include the candidate's name, the applied position, and a brief summary of their qualifications.
The hiring manager should receive an email with detailed information about the candidate and the applied position.
The email should provide a direct link to the candidate's profile on the platform for quick access
As a Recruiter, I want the platform to provide advanced search and filtering options, enabling me to quickly identify candidates with specific skills or qualifications that match the job requirements.
Given I am a recruiter logged into the E2E hiring platform,
When I need to fill a position requiring specific technical skills,
Then I should be able to use the advanced search feature to filter candidates based on their skills, qualifications, and experience.
The platform should offer an advanced search option prominently visible on the recruiter's dashboard.
Recruiters should be able to filter candidates based on specific technical skills, education level, years of experience, and other relevant criteria.
The search results should provide a clear summary of each candidate's profile, including skills, experience, and qualifications.
Recruiters should be able to save search filters for future use.
As a Candidate, I want real-time updates on the status of my application, including whether it's under review, scheduled for an interview, or if a decision has been made, to reduce uncertainty and anxiety during the hiring process.
Given I am a candidate who has applied for a position on the E2E hiring platform,
When there is a change in the status of my application,
Then I should receive an immediate update on the platform and an email notification.
The platform should provide a clear and accessible section for candidates to track the status of their applications.
When there is a change in the application status (under review, interview scheduled, decision made), the platform should send an immediate notification to the candidate.
The notification should include a brief summary of the status change and any additional instructions or next steps.
The candidate should receive an email with the same status update and relevant details.
As a Candidate, I want a user-friendly interface for submitting my application, including the ability to upload my resume and cover letter, take a screening test, to ensure a smooth and efficient application process.
Given I am a candidate navigating the E2E hiring platform,
When I find a job opening I'm interested in,
Then I should be able to easily upload my resume and cover letter through a user-friendly application interface,
Then I should be able to take the screening test which is been posted by the recruiter according to job application,
And I click “Submit”,
Then my application should be immedietly sent to the recruiter.
The application form should have clear and intuitive fields for entering personal information, work experience, and education.
Candidates should be able to upload their resume and cover letter directly from their devices.
The platform should support common file formats for resumes and cover letters.
An application confirmation message should be displayed upon successful submission.
Candidates should be able to see and take the screening test directly after submit their resumes and cover letters.
The platform should have screening test page.
The test can only be submited after all the question are answered.
In current iteration, the test only available for multiple choice question.
Candidates should be able to review and edit their submitted applications if needed.
After submit test, result of the candidate should be sent to recruiter page and the recruiter should be able to see grades of the candidate.
As a Recruiter, I want to easily create and post screening tests on job applications.
Given I am a recruiter logged into the E2E hiring platform,
When I navigate to the "Jobs Application" section,
Then I should be presented with a list of currently posted Jobs Application,
When I navigate to the “Post a Screening Test” section in the specific jobs application,
Then I should be presented with form to input question for the job screening test,
And I fill in the form,
And I click "Submit," Then the job screening test should be immediately posted on the platform's job board.
The recruiter should be able to access the "Jobs Application" feature from the main dashboard.
The form for posting a job screening test should include fields for the question, multiple choice answer and the correct answer.
The Application Deadline field should include a date picker for selecting the deadline.
Upon submitting the form, the job screening test should be immediately visible on the platform's job board.
The platform should send a confirmation notification or email to the recruiter after successfully posting the job screening test.
The job screening test must be finished by the candidate before it can be submit to the recruiter.
The recruiter should be able to see the result of the candidate such as the correct answer, false answer and the grades.
As a Recruiter, I want the platform to support integration with other HR systems and tools, such as payroll and onboarding systems, to streamline the transition from recruitment to employee onboarding.
Given I am a recruiter using the E2E hiring platform,
When a candidate successfully passes through the hiring process,
Then I should be able to seamlessly transition candidate data to the onboarding system.
The platform should support integration with common HR systems and tools for onboarding, payroll, and employee management.
Recruiter should be able to initiate the transfer of candidate data to the onboarding system with a single click.
Candidate data, including personal information, job details, and assessment results, should be accurately transferred to the onboarding system.
The integration should be secure and compliant with data protection regulations.
As a Recruiter, I want tools for assessing candidates' technical skills, including coding challenges or other assessments specific to the EdTech industry, to ensure accurate evaluation of their capabilities.
Given I am a recruiter using the E2E hiring platform for an EdTech position,
When I need to assess a candidate's technical skills,
Then I should have access to specialized tools and assessments tailored to the EdTech industry.
The platform should offer a library of technical assessments relevant to EdTech roles.
Recruiters should be able to assign specific technical assessments to candidates based on the requirements of the position.
Candidates should have a user-friendly interface for completing technical assessments.
Assessment results should be automatically integrated into the candidate's profile for easy review.
As a Hiring Manager, I want the platform to provide analytics and reports on key recruitment metrics, such as time-to-hire, cost-per-hire, and diversity metrics, to assess the overall effectiveness of our hiring processes.
Given I am a hiring manager logged into the E2E hiring platform,
When I want to evaluate the efficiency of our recruitment processes,
Then I should be able to access comprehensive analytics and reports.
The platform should offer a dedicated analytics section accessible to hiring managers.
Hiring managers should be able to generate reports on key metrics, including time-to-hire, cost-per-hire, and diversity metrics.
Reports should be customizable, allowing for different time periods and filters.
The platform should visually present data through charts and graphs for easy interpretation.
Hiring managers should be able to export reports for further analysis or sharing with stakeholders.
As a Candidate, I want the platform to facilitate virtual interviews, allowing me to showcase my skills and interact with recruiters or hiring managers in a convenient and accessible manner.
Given I am a candidate invited for an interview on the E2E hiring platform,
When I want to showcase my skills in a virtual setting,
Then I should be able to join a seamless virtual interview within the platform.
The platform should provide a built-in virtual interview feature accessible to candidates and recruiters.
Candidates should receive clear instructions and a link to join the virtual interview.
The virtual interview interface should support video and audio communication.
Recruiters should have the ability to share screens or documents during the virtual interview.
The platform should ensure a stable and reliable connection for a smooth interview experience.
As an Administrator, I want the ability to customize the platform to meet our organization's specific hiring workflows, allowing for flexibility and adaptability to changing recruitment needs.
Given I am an administrator with access to the E2E hiring platform settings,
When our organization's hiring workflows change,
Then I should be able to customize the platform settings accordingly.
The platform should provide a settings or administration section for customization.
Administrators should be able to define and customize hiring workflows, stages, and approval processes.
Customization options should include the ability to add or remove fields in application forms.
The platform should support the addition of custom tags or labels for categorizing candidates.
Changes made by administrators should reflect immediately and seamlessly across the platform.
As an Administrator, I want the platform to support compliance with data protection regulations, ensuring the secure handling and storage of candidate information in accordance with privacy laws.
Given I am an administrator responsible for data privacy compliance on the E2E hiring platform,
When there are updates to data protection regulations,
Then I should be able to configure settings to ensure compliance.
The platform should provide features to configure privacy settings and consent forms.
Administrators should be able to customize data retention policies based on legal requirements.
The platform should automatically encrypt and secure candidate data during storage and transmission.
Candidates should have the ability to review and provide consent for data processing.
The platform should generate audit logs to track user activity and changes related to candidate data.
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User Flow

Create a visual representation of the steps a user takes to accomplish their goal, including all possible paths, decision points, and user actions, to ensure a seamless and intuitive user experience.

User Flow: Posting a Job Opening

Recruiter Logs In:
Actor: Recruiter
Action: The recruiter logs into the E2E hiring platform.
Accesses Dashboard:
Actor: Recruiter
Action: Upon login, the recruiter is directed to the platform's dashboard.
Navigates to "Post a Job" Section:
Actor: Recruiter
Action: The recruiter clicks on the "Post a Job" section, prominently displayed on the dashboard.
Completes Job Posting Form:
Actor: Recruiter
Action: The recruiter fills out the job posting form, including details such as:
Job Title
Job Description
Requirements
Application Deadline
Uploads Job Requirements:
Actor: Recruiter
Action: The recruiter uploads any additional documents related to job requirements, such as a detailed skills list or certifications.
Submits Job Posting:
Actor: Recruiter
Action: After reviewing the job posting details, the recruiter clicks on the "Submit" button.
Completes Job Screening Test Form:
Actor: Recruiter
Action: Recruiter fills out the job screening test form, including details such as:
Questions
Multiple choice
Correct answer
Submits Job Screening Test:
Actor: Recruiter
Action: After reviewing the job screening test details, the recruiter clicks on the “Submit” button.
Notification to Hiring Manager:
Actor: Hiring Manager
Action: The hiring manager receives a real-time notification about the new job posting.
Hiring Manager Reviews and Approves:
Actor: Hiring Manager
Action: The hiring manager accesses the platform, reviews the job posting, and approves it for public visibility.
Job Appears on Job Board:
Actor: All Users (Candidates)
Action: The approved job opening is now visible on the platform's job board, accessible to all users.
Candidate Applies:
Actor: Candidate
Action: A candidate interested in the job opening applies through the user-friendly application interface.
Candidate Takes The Jobs Screening Test:
Actor: Candidate
Action: A candidate fills out all the question of the job’s screening test.
Candidate Submits Screening Test:
Actor: Candidate
Action: After reviewing the candidate answer of the screening test, the candidate clicks on “Submit” button.
Recruiter Receives Application Notification:
Actor: Recruiter
Action: The recruiter receives a real-time notification and an email about the new candidate application.
Recruiter Reviews Application:
Actor: Recruiter
Action: The recruiter accesses the candidate's profile, reviews the application, and assesses the candidate's qualifications.
Recruiter Initiates Interview:
Actor: Recruiter
Action: If the candidate is a suitable match, the recruiter initiates the interview process, either scheduling a virtual interview or moving to the next hiring stage.User Flow: Posting a Job Opening

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