Online recruitment: Jargon buster

Section 11 of the Personnel Today Management Resources one stop guide on online recruitment, presenting a glossary of key e-recruitment terminology. Other sections .

Application Service Provider (ASP) Term given to companies which design and manage software-based services for companies from a central location rather than provide software or other solutions for the company to manage on their own. Access is via a web browser over the internet. The newest method of providing recruitment solutions in a cost-effective manner, with minimal in-house technical expertise required.

Applicant Tracking System (ATS) Any system, whether in paper or software form, that manages both an organisation's job posting and data collection (ie, CVs and applications) processes to efficiently match prospective candidates to the proper positions. Also known as candidate management systems or more basically as recruitment software.

Boolean Searches Boolean searching is based on a system of symbolic logic developed by George Boole, a 19th century English mathematician. Most keyword searchable computer databases support Boolean searches. When you perform a Boolean search, you search the computer database for the keywords that best describe your topic. The power of Boolean searching is based on combinations of keywords with connecting terms called operators. The three basic operators are the terms AND, OR, and NOT.

Candidate Management Systems

See Applicant Tracking System

Client/Server A type of network set-up that is composed of main computers (servers) that control file storage (file server), printer control (print server) and network traffic and individual computers or workstations (clients) that allow users to run programs that use the server's resources. A client/server set-up is generally the method used for installing software on the client's computer system.

Cookies Information a website puts on your hard disk so it can remember details about you when you visit the site again. Often used to keep a record of your preferences. Have been used by organisations to aid recruitment by enabling real-time interaction.

Cost Per Hire A common measure used in human resources to evaluate the average costs incurred in recruiting and hiring new employees. Generally the equation is total recruitment costs divided by total number of new hires. Typical components of this measure would include advertising/job board fees, recruitment consultancy fees, interviewing expenses, relocation costs, referral bonuses, recruitment staff compensation and lost opportunity costs.

A newer ratio being used is to take the total compensation costs of all new hires and divide by the number of new hires.

Enterprise systems Large computer applications that handle multiple operations for a company or business unit. An example is large human resource information systems, such as PeopleSoft, that have the ability to handle general human resources information, payroll processing and corporate financial and accounting management.

Filters Tools that 'filter' response. Can be both pre- or post-application. Generally based on keywords (post-application) or online questions (pre-application). Can be useful to reduce quantity and increase quality of response.

Firewall A type of system, either hardware- or software-based, that prevents unauthorised access to a computer network, such as a corporate intranet.

Human Resource Management Systems (HRMS)

Human Resource Information Systems (HRIS) Software-based systems that manage all or part of the human resource function for an organisation. Typical parts include employment demographics, benefits/compensation management, training, payroll and reporting.

Indexed Databases Index of CVs or profiles received or retrieved from the internet.

Intelligent Search (or Intelligent Agents) Automated searches that are established under certain parameters by the user. For example, a person can tell the intelligent search program to look for all instances of the word 'programmer' at a certain website and perform this search every eight hours. This relieves the person from doing this search manually each time.

Interactive Voice Response (IVR) A type of service, usually associated with a telephone, that allows a user to listen to a menu of choices regarding some type of process, and then perform an action by pressing the keys on the phone keypad. A common example is a voice message system. In the human resource arena, IVR is used widely for collecting benefits enrolment information from employers.

Intranet A private network inside a company or organisation that uses the same kinds of software that you would find on the public internet, but for internal use only.

Job Board Any formal, organised internet web page where jobs can be posted for prospective applicants to view and apply.

Jobseeker In general, this is any person who is searching for a job. In the applicant tracking environment, this could pertain to external persons with or without a job, or internal employees who wish to be considered for positions when available.

Kiosk A standalone booth that contains a computer terminal/screen that provides direct access to a company's website or internal management system. Many companies are turning to kiosks to be able to communicate with their employees and candidates to collect information from them from remote locations.

Listserv A service that individuals can subscribe to in order to share and receive information via e-mail. The unique features of Listservs are that they are delivered by e-mail and only available to those who subscribe to the service. Messages sent to a 'listserv'are automatically broadcast to all subscribed members.

Metric An identified, stated, or understood goal or standard.

Measure Dimensions, quantity, or capacity as ascertained by comparison with a standard.

Module Any subset of functions within an application that pertains to a specific objective. In the HRMS environment, many applications are module based, meaning that along with the base demographic module, you can also purchase other modules that you may need (eg, benefits, training or attendance modules).

Newsgroup, Forum or Message Board A place on the internet where individuals can post discussion items or questions and answers on literally thousands of topics. Generally, users of the newsgroups need to have an identification name and password to begin submitting discussion to the group.

Optical Character Recognition (OCR) Technology that can read paper text and manipulate it for viewing and editing in a word-processing program.

Private Candidate Pool or Talent Pool A database of candidates with skills and abilities that a company may wish to use in current or future positions within the organisation. The pool is generally private only to the company and is a way to maintain information on passive jobseekers (not actively looking for a job) the company views as having potential to work in some capacity within the company. These pools focus more on developing relationships with these candidates rather than collecting resumé information.

Push technology Also called webcasting. Web server 'pushes' information to the user rather than waiting until the user specifically requests it.

Recruitment Software See Applicant Tracking System

Request for Proposal (RFP) A document that is normally prepared by a buyer of a system or service that provides for a seller/vendor necessary information to make a formal bid or proposal for product/service. The document normally includes an overview of the company, the specific needs that should be met by the system or service, technical information regarding the company's current environment and the timeline for the seller to respond.

Real-time Input into a system that affects existing data immediately. For example, if an HR person wants to change an employee's address, then the entry is made into the system and the address is changed immediately.

Requisition A formal request by a hiring manager to fill an open position in the company. Generally, a requisition will include the title of the position, the required knowledge, skills and abilities, salary information and any other information that is pertinent to the performance of the job.

Scalability The ability of a software program or piece of hardware to adapt to an increased amount of demands. For example, if you only have one location but think you may expand to other locations in the future, you will want to purchase an applicant tracking system that can handle your one location now and then expand to handle your multiple locations later.

Scanning Taking a paper document such as a CV and putting it through a device known as a scanner. The output can be imported directly into a format for viewing and/or editing in connection with optical character recognition (OCR) software.

Time to Fill A common measure used in human resources to evaluate the average amount of time it takes to fill an open position. This is normally measured from the point the job request is submitted by the hiring manager to the point the new employee walks in the door.

Time to Hire Normally measured from the point in time the job request is created until the candidate has officially accepted the job.

User Interface The part of a software program or web-based application that the user actually sees and uses. This is normally designed to be easy to use and aesthetically pleasing.

Wizard A utility or sub-program within a larger software program that helps to perform a certain task. For example, in an applicant tracking system - a 'requisition wizard' - would lead a person through each of the steps of producing a requisition.

Workforce Analytics A newer function within HRMS applications that evaluates organisational data and uses it to make human resource-related decisions. Common analytics are cost-per-hire, turnover rate, and total compensation costs.

Workforce Management Also known as Workforce Planning. The organisational objective of aligning the right people with the right job at the right time. Many organisations have sophisticated models that manage recruitment, training, performance evaluation, and career planning in a way that maximises productivity.