The Employee Lifecycle is made up of several states and processes. Initially, a candidate demonstrates his/her interest by submitting a resume or candidate record. This may be a response to a job posting, a referral, or may be non-solicited. If an organization is interested in the individual, they may request assessments and background checks, and perform interviews. At the point an individual is offered and accepts a position, they become an employee.

The New Hire specification encompasses the data collected from the initial posting through the person becoming an employee.

Once employed, this information may be used to initiate the on-boarding process. For example, the employee’s workspace and equipment would be set up. Operations may issue security cards and computer passwords. Remuneration details may be sent to payroll and benefits enrollment. Training courses may be set up for the employee.

Please see the 1.4 Scope section for the items included in this specification. See 2 Supported Business Processes for details on the business process.

1.1 Objective

The objective of the New Hire specification is to provide schemas to support the closure of the recruiting process, i.e. the exchange of hire information between an ATS and an HRMS.

1.1.1 Domain Issues

From an Information System perspective, candidate and employee concepts often are managed in two separate systems/applications.

Typical corporate information systems today are composed, among others, of:

· A staffing system or an Applicant Tracking System (ATS) that manages the pre-hire HR processes such as prescreening, screening, offer, etc.

· A Human Resources Management System (HRMS) that manages employees and post-hire HR processes, such as payroll, benefits, stock options, etc.

Currently HRMS systems, customer systems, and Applicant Tracking systems are unable to universally exchange information.

This leaves HR partners with the burden of keying data to multiple systems or writing programs to facilitate a particular vendor.

1.1.2 Business Reasons

The new-hire information exchange is critical since it is the bridge between pre and post-hire processes. It closes pre-hire processes and triggers many post-hire ones.

It is also critical in the sense it aggregates the information that has been harnessed during the recruiting process: candidate and resume information, background check and assessment results.

This information will thereafter be used throughout the employee lifecycle: performance management, learning and development, career development, and succession planning.

Hence it is important that this information be accurate and comprehensive.

1.2 Terminology

1.2.1 New Hire

When used in this document, New Hire refers to the one-time event where a candidate is offered a job, accepts it, and becomes an employee or continues in a new role for a specific company in a given position. This also refers to a re-hire and transfer.

1.2.2 Recruiting

Within this document, recruiting refers to the steps taken to identify a candidate, proceed through the pre-screening, screening and interviews, through hiring an individual.

1.2.3 Screening

This term refers to any assessment and background checking performed on an individual during the recruiting process.

1.2.4 On-boarding

On-boarding specifies the actions taken once an individual has accepted a position. These include, but are not limited to payroll, benefits, security, training, orientation, and procurement.

1.3 Design Requirements

The pre-hire processes have already been the target of several HR-XML specifications:

· Staffing Industry Data Exchange Standards (SIDES) tackles the exchange of data between staffing suppliers (companies), staffing customers and intermediaries

· Staffing Exchange Protocol (SEP) tackles the exchange of data between staffing suppliers (companies) and job advertisement companies (job boards)

The post-hire processes also have already been the target of several HR-XML specifications:

· Indicative Data describes basic employee census data (sourced from payroll or HRIS systems) that is supplied by an employer to a third-party administrator or business process outsourcer (BPO)

· Enrollment supports the transfer of benefits enrollment data between organizations

· PayrollInstruction is designed to enable the submission of payroll deduction requests and other instructions to an organization that processes payrolls

Some other specifications are cross-process:

· Assessments is designed to order assessments and receive assessment results between an organization and an assessment provider

· BackgroundCheck is designed to order background checks and receive results between an organization and a background check provider

· Competencies is designed for describing competencies.

Thus a design requirement for the New Hire specification is to extensively reuse existing components that have already been defined.

1.4 Scope

Essentially, New Hire contains the information from the Applicant Tracking System that is relevant to the ‘employee’ status after on-boarding.

1.4.1 In Scope

· Data found in an Applicant Tracking System.

· Data used in post hire environment. For example, drug screening, skills, security checks.

· Supports new hire, re-hire and internal recruiting.

1.4.2 Out of Scope:

· Although these processes are described in the overview section for clarity, the data exchange is handled elsewhere and is out of scope for this specification.

Recruiting Process
Screening process
On-boarding process

· Candidates not hired

· Data provided for benefit or payroll outsourcers (Indicative Data).

2 Supported Business Processes

The following two diagrams show the recruiting process, which leads up to the new hire and the on-boarding process that is initiated after the new hire.

Recruiting Process (figure1)

1. The recruiting process starts when a position becomes vacant. This may be due to an employee resigning, taking a leave of absence, or an increase in the headcount.

2. A recruiter creates a requisition in its Applicant Tracking System that will convey the information about the position in the context of the recruiting activities.

3. The requisition goes through an approval process that may involve several persons. Whenever a person rejects the requisition, the entire recruiting process is stopped until the requisition is finally approved.

4. The recruiter or a specialized sourcer posts the requisition to job advertisers such as job boards.

5. At some point in time, a candidate applies to the position, and goes through the entire application process, providing information on his/her experience, skills, location, etc.
This information is then passed back to the ATS.

6. The selection process then starts. Prescreening is initiated and candidates are filtered based on the information they provided during the application process.

7. Candidates that pass the prescreening are screened (i.e. their competencies are assessed and their background is checked) and interviewed.

8. Eventually a candidate passes all steps and is offered the position. The job offer includes some specific information on the terms of the employment proposition: a description of the position, the description of the compensation and the benefits plan.

9. Once the candidate accepts the offer, the process is considered a hire, and the the HRMS is notified.

Every step of this process collects some specific information on the future employee and on the position.

Post Hire Process (figure 2)

The post hire process begins once a person has accepted the position. This initiates the on-boarding process.
The HR department is contacted with the employee’s payroll and benefits information.
The Finance department’s records are updated with headcount and any other pertinent financial information.
The Operations department is advised to setup security and acquire the necessary assets (office space, equipment, supplies, etc).
The employee’s department is notified to arrange orientation and training.

Figure 1 - Recruiting Process

Figure 2 - Post Hire processes

3 New Hire Schema Design

The NewHire schema contains five sections, including an area for any supporting documentation and proprietary data (User Area). EmployeeInfo contains information specific to the employee. ApplicationInfo contains data pertinent to the application, such as the application source, screening results, and interviews. The PositionInfo contains information about the offer, organization, and manager. Please see diagrams and definitions for further information.

Elements and Attributes [Global types listed alphabetically in following table.]	ContentModel* Data type Occurrence: Sequence \| Choice \| All (minOccurs/maxOccurs) Attributes	Definition
NewHire	- NewHireType - (1/1)	Contains information about the New Hire.
/NewHire/TypeOfHire	- TypeOfHireType - S (1/1)	Describes the type of hire. [Example(s): NewHire, Rehire, Transfer, Acquisition ]
/NewHire/TypeOfHire/ StandardValue	- TypeOfHireEnumType - C (0/1)	A list of standard values.
/NewHire/TypeOfHire/ NonStandardValue	- xsd:string - C (0/1)	A string used to extend a list of non-standard values.
/NewHire/ EmployeeInfo	PersonName - PersonNameType - S (1/1) ApplicantId - EntityIdType - S (0/1) EmployeeId - EntityIdType - S (0/1) FormerEmployeeId - EntityIdType - S (0/) ContactMethod - ContactMethodType - S (0/) EmergencyContact - ContactInfoType - S (0/) PersonDescriptors - PersonDescriptorsType - S (0/1) Competency - [see include/import] - S (0/) EducationHistory - EducationHistoryType - S (0/1) EmploymentHistory - EmploymentHistoryType - S (0/1) Association - AssociationType - S (0/*)	A collection of employee-related information about an individual.
/NewHire/ ApplicationInfo	ApplicationHistory - [complexType] - S (0/1) ScreeningResults - [complexType] - S (0/1) TaxCreditInfo - xsd:string - S (0/) WorkEligibilityInfo - [complexType] - S (0/) CandidateSupplier - SupplierType - S (0/1)	Contains information available on the application. [Example(s): Eligibilility info, screening results, source of applicant. ]
/ NewHire/ PositionInfo	ReferenceInfo - [complexType] - S (1/1) OfferInfo - xsd:decimal - S (1/1) OrganizationalUnit - OrganizationalUnitType - S (0/) ManagerInfo - [complexType] - S (0/) MultipleJobIndicator - xsd:boolean - S (0/1)	Contains information about the position.
[TypeOfHireEnumType]	xsd:restriction base: xsd:string [Enumerations]: NewHire, Rehire, Transfer	Globally scoped data type. See element or attribute declaration for definition.
/ [TypeOfHireType]	StandardValue - TypeOfHireEnumType - C (0/1) NonStandardValue - xsd:string - C (0/1)	Globally scoped data type. See element or attribute declaration for definition.

3.1 EmployeeInfo

Elements and Attributes [Global types listed alphabetically in following table.]	ContentModel* Data type Occurrence: Sequence \| Choice \| All (minOccurs/maxOccurs) Attributes	Definition
/ EmployeeInfo	PersonName - PersonNameType - S (1/1) ApplicantId - EntityIdType - S (0/1) EmployeeId - EntityIdType - S (0/1) FormerEmployeeId - EntityIdType - S (0/) ContactMethod - ContactMethodType - S (0/) EmergencyContact - ContactInfoType - S (0/) PersonDescriptors - PersonDescriptorsType - S (0/1) Competency - [see include/import] - S (0/) EducationHistory - EducationHistoryType - S (0/1) EmploymentHistory - EmploymentHistoryType - S (0/1) Association - AssociationType - S (0/*)	A collection of employee-related information about an individual.
/ EmployeeInfo/ PersonName	- PersonNameType - S (1/1)	The name of a person.
/ EmployeeInfo/ ApplicantId	- EntityIdType - S (0/1)	A unique id for the applicant.
/ EmployeeInfo/ EmployeeId	- EntityIdType - S (0/1)	A unique identifier for an employee.
/ EmployeeInfo/ FormerEmployeeId	- EntityIdType - S (0/*)	An Id assigned to the employee while previously employed with the same organization.
/ EmployeeInfo/ ContactMethod	- ContactMethodType - S (0/*)	Defines the methods to contact a person or organizations. [Example(s): Postal Address, E-mail, Mobile Number, Fax Number, Business Telephone Number, Business Mobile Number ]
/ EmployeeInfo/ EmergencyContact	- ContactInfoType - S (0/*)	Contains information necessary to contact a person for emergency purposes. [Example(s): Person Name, Contact Method ]
/ EmployeeInfo/ PersonDescriptors	- PersonDescriptorsType - S (0/1)	Contains legal, biological, and demographic descriptors for a person.
/ EmployeeInfo/ EducationHistory	- EducationHistoryType - S (0/1)	A list of the educational institutions at which a person has received training. [Example(s): High School, College, University, Technical School, Professional Training ]
/ EmployeeInfo/ EmploymentHistory	- EmploymentHistoryType - S (0/1)	A container for previous positions a person held.
/ EmployeeInfo/ Association	xsd:extension base: AssociationType OrganizationId - EntityIdType - S (1/1)	Contains information about an individual's participation in a professional or industry group or association.
/ EmployeeInfo/ Association/ OrganizationId	- EntityIdType - S (1/1)	Unique identifier for the organization. It may be an internal identifier assigned by the sender.

3.2 ApplicationInfo

Elements and Attributes [Global types listed alphabetically in following table.]	ContentModel* Data type Occurrence: Sequence \| Choice \| All (minOccurs/maxOccurs) Attributes	Definition
/ ApplicationInfo	ApplicationHistory - [complexType] - S (0/1) ScreeningResults - [complexType] - S (0/1) TaxCreditInfo - xsd:string - S (0/) WorkEligibilityInfo - [complexType] - S (0/) CandidateSupplier - SupplierType - S (0/1)	Contains information available on the application. [Example(s): Eligibility info, screening results, source of applicant. ]
/ ApplicationInfo/ ApplicationHistory	HiringProcessActivity - ActivityType - S (1/*) Comments - xsd:string - S (0/1)	Contains the aggregate of all past events that occurred during a particular application process.
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity	- ActivityType - S (1/*)	Specifies a particular event or activity that occurs as a part of the hiring process. [BusinessRule(s): This applies to events and activities from recruiting through on-boarding. ] [Example(s): Prescreening, interview, assessment, background check, orientation. ]
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ Type	- xsd:string - S (1/1)	Further defines the associated element in the context provided.
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ ActivityPerformer	PersonName - PersonNameType - S (0/1) PersonId - EntityIdType - S (0/1) Role - xsd:string - S (0/1) Comments - xsd:string - S (0/1)	Contains information about the person performing the activity. [Example(s): Interviewer, assessor, background checker. ]
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ ActivityPerformer/ PersonName	- PersonNameType - S (0/1)	The name of a person.
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ ActivityPerformer/ PersonId	- EntityIdType - S (0/1)	A unique identifier for a person.
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ ActivityPerformer/ Role	- xsd:string - S (0/1)	A function of a person or entity within a given context.
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ ActivityPerformer/ Comments	- xsd:string - S (0/1)	Describes the contextual information relating to a group of elements.
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ Date	- AnyDateTimeType - S (0/1)	A date within the given context. [BusinessRule(s): This date is inclusive. Dates are represented in accordance with ISO 8601. ]
/ ApplicationInfo/ ApplicationHistory/ HiringProcessActivity/ ActivityResults	- xsd:string - S (0/1)	Specifies the outcome resulting from an activity. [Example(s): Applicant passed pre-screening. Recommend for interview.' 'Applicant passed background check. Recommend issuing security clearance.' ]
/ ApplicationInfo/ ApplicationHistory/ Comments	- xsd:string - S (0/1)	Describes the contextual information relating to a group of elements.
/ ApplicationInfo/ ScreeningResults	AssessmentResult - AssessmentResultType - S (0/) BackgroundCheckResults - ScreeningReportType - S (0/) MedicalResults - xsd:string - S (0/1)	A textual definition of the screening results.
/ ApplicationInfo/ ScreeningResults/ AssessmentResult	- AssessmentResultType - S (0/*)	Container for AssessmentResult schema, which is designed to hold data necessary to convey information on the results of the assessment.
/ ApplicationInfo/ ScreeningResults/ BackgroundCheckResults	- ScreeningReportType - S (0/*)	Contains results from a specific background check. [Example(s): May be results for a criminal, credit, education, employment, drug, etc. background check. ]
/ ApplicationInfo/ ScreeningResults/ MedicalResults	- xsd:string - S (0/1)	Recorded outcome(s) of a medical test, study, examination or procedure.
/ ApplicationInfo/ TaxCreditInfo