# KAAUH Applicant Tracking System (ATS) - Product Document

## 1. Product Overview

### 1.1 Product Description
The King Abdulaziz University Hospital (KAAUH) Applicant Tracking System (ATS) is a comprehensive recruitment management platform designed to streamline and optimize the entire hiring process. The system provides end-to-end functionality for job posting, candidate management, interview coordination, and integration with external recruitment platforms.

### 1.2 Target Users
- **System Administrators**: Manage system configurations, user accounts, and integrations
- **Hiring Managers**: Create job postings, review candidates, and make hiring decisions
- **Recruiters**: Manage candidate pipelines, conduct screenings, and coordinate interviews
- **Interviewers**: Schedule and conduct interviews, provide feedback
- **Candidates**: Apply for positions, track application status, and participate in interviews
- **External Agencies**: Submit candidates and track progress

### 1.3 Key Features
- **Job Management**: Create, edit, and publish job postings with customizable templates
- **Candidate Pipeline**: Track candidates through all stages of recruitment
- **Interview Scheduling**: Automated scheduling with calendar integration
- **Video Interviews**: Zoom integration for seamless virtual interviews
- **Form Builder**: Dynamic application forms with custom fields
- **LinkedIn Integration**: Automated job posting and profile synchronization
- **Reporting & Analytics**: Comprehensive dashboards and reporting tools
- **Multi-language Support**: Arabic and English interfaces

## 2. User Stories

### 2.1 Hiring Manager Stories
```
As a Hiring Manager, I want to:
- Create job postings with detailed requirements and qualifications
- Review and shortlist candidates based on predefined criteria
- Track the status of all recruitment activities
- Generate reports on hiring metrics and trends
- Collaborate with recruiters and interviewers
- Post jobs directly to LinkedIn

Acceptance Criteria:
- Can create job postings with rich text descriptions
- Can filter candidates by stage, skills, and match score
- Can view real-time recruitment metrics
- Can approve or reject candidates
- Can post jobs to LinkedIn with one click
```

### 2.2 Recruiter Stories
```
As a Recruiter, I want to:
- Source and screen candidates from multiple channels
- Move candidates through the recruitment pipeline
- Schedule interviews and manage availability
- Send automated notifications and updates
- Track candidate engagement and response rates
- Maintain a database of potential candidates

Acceptance Criteria:
- Can bulk import candidates from CSV files
- Can update candidate stages in bulk
- Can schedule interviews with calendar sync
- Can send automated email/SMS notifications
- Can track candidate communication history
```

### 2.3 Interviewer Stories
```
As an Interviewer, I want to:
- View my interview schedule and availability
- Join video interviews seamlessly
- Provide structured feedback for candidates
- Access candidate information and resumes
- Confirm or reschedule interviews
- View interview history and patterns

Acceptance Criteria:
- Receive email/SMS reminders for upcoming interviews
- Can join Zoom meetings with one click
- Can submit structured feedback forms
- Can access all candidate materials
- Can update interview status and availability
```

### 2.4 Candidate Stories
```
As a Candidate, I want to:
- Search and apply for relevant positions
- Track my application status in real-time
- Receive timely updates about my application
- Participate in virtual interviews
- Submit required documents securely
- Communicate with recruiters easily

Acceptance Criteria:
- Can create a profile and upload resumes
- Can search jobs by department and keywords
- Can track application status history
- Can schedule interviews within available slots
- Can receive notifications via email/SMS
- Can access all application materials
```

### 2.5 System Administrator Stories
```
As a System Administrator, I want to:
- Manage user accounts and permissions
- Configure system settings and integrations
- Monitor system performance and usage
- Generate audit logs and reports
- Manage integrations with external systems
- Ensure data security and compliance

Acceptance Criteria:
- Can create and manage user roles
- Can configure API keys and integrations
- Can monitor system health and performance
- Can generate audit trails for all actions
- Can backup and restore data
- Can ensure GDPR compliance
```

## 3. Functional Requirements

### 3.1 Job Management Module
#### 3.1.1 Job Creation & Editing
- **FR1.1.1**: Users must be able to create new job postings with all required fields
- **FR1.1.2**: System must auto-generate unique internal job IDs
- **FR1.1.3**: Users must be able to edit job postings at any stage
- **FR1.1.4**: System must support job cloning for similar positions
- **FR1.1.5**: System must support multi-language content

#### 3.1.2 Job Publishing & Distribution
- **FR1.2.1**: System must support job status management (Draft, Active, Closed)
- **FR1.2.2**: System must integrate with LinkedIn for job posting
- **FR1.2.3**: System must generate career pages for active jobs
- **FR1.2.4**: System must support application limits per job posting
- **FR1.2.5**: System must track application sources and effectiveness

### 3.2 Candidate Management Module
#### 3.2.1 Candidate Database
- **FR2.1.1**: System must store comprehensive candidate profiles
- **FR2.1.2**: System must parse and analyze uploaded resumes
- **FR2.1.3**: System must support candidate import from various sources
- **FR2.1.4**: System must provide candidate search and filtering
- **FR2.1.5**: System must calculate match scores for candidates

#### 3.2.2 Candidate Pipeline
- **FR2.2.1**: System must support customizable candidate stages
- **FR2.2.2**: System must enforce stage transition rules
- **FR2.2.3**: System must track all candidate interactions
- **FR2.2.4**: System must support bulk candidate operations
- **FR2.2.5**: System must provide candidate relationship management

### 3.3 Interview Management Module
#### 3.3.1 Interview Scheduling
- **FR3.1.1**: System must support automated interview scheduling
- **FR3.1.2**: System must integrate with calendar systems
- **FR3.1.3**: System must handle timezone conversions
- **FR3.1.4**: System must support buffer times between interviews
- **FR3.1.5**: System must prevent scheduling conflicts

#### 3.3.2 Video Interviews
- **FR3.2.1**: System must integrate with Zoom for video interviews
- **FR3.2.2**: System must create Zoom meetings automatically
- **FR3.2.3**: System must handle meeting updates and cancellations
- **FR3.2.4**: System must support meeting recordings
- **FR3.2.5**: System must manage meeting access controls

### 3.4 Form Builder Module
#### 3.4.1 Form Creation
- **FR4.1.1**: System must support multi-stage form creation
- **FR4.1.2**: System must provide various field types
- **FR4.1.3**: System must support form validation rules
- **FR4.1.4**: System must allow conditional logic
- **FR4.1.5**: System must support form templates

#### 3.4.2 Form Processing
- **FR4.2.1**: System must handle form submissions securely
- **FR4.2.2**: System must support file uploads
- **FR4.2.3**: System must extract data from submissions
- **FR4.2.4**: System must create candidates from submissions
- **FR4.2.5**: System must provide submission analytics

### 3.5 Reporting & Analytics Module
#### 3.5.1 Dashboards
- **FR5.1.1**: System must provide role-based dashboards
- **FR5.1.2**: System must display key performance indicators
- **FR5.1.3**: System must support real-time data updates
- **FR5.1.4**: System must allow customization of dashboard views
- **FR5.1.5**: System must support data visualization

#### 3.5.2 Reports
- **FR5.2.1**: System must generate standard reports
- **FR5.2.2**: System must support custom report generation
- **FR5.2.3**: System must export data in multiple formats
- **FR5.2.4**: System must schedule automated reports
- **FR5.2.5**: System must support report distribution

## 4. Non-Functional Requirements

### 4.1 Performance Requirements
- **NF1.1**: System must support concurrent users (100+)
- **NF1.2**: Page load time must be under 3 seconds
- **NF1.3**: API response time must be under 1 second
- **NF1.4**: System must handle 10,000+ job postings
- **NF1.5**: System must handle 100,000+ candidate records

### 4.2 Security Requirements
- **NF2.1**: All data must be encrypted in transit and at rest
- **NF2.2**: System must support role-based access control
- **NF2.3**: System must maintain audit logs for all actions
- **NF2.4**: System must comply with GDPR regulations
- **NF2.5**: System must protect against common web vulnerabilities

### 4.3 Usability Requirements
- **NF3.1**: Interface must be intuitive and easy to use
- **NF3.2**: System must support both Arabic and English
- **NF3.3**: System must be responsive and mobile-friendly
- **NF3.4**: System must provide clear error messages
- **NF3.5**: System must support keyboard navigation

### 4.4 Reliability Requirements
- **NF4.1**: System must have 99.9% uptime
- **NF4.2**: System must handle failures gracefully
- **NF4.3**: System must support data backup and recovery
- **NF4.4**: System must provide monitoring and alerts
- **NF4.5**: System must support load balancing

### 4.5 Scalability Requirements
- **NF5.1**: System must scale horizontally
- **NF5.2**: System must handle peak loads
- **NF5.3**: System must support database sharding
- **NF5.4**: System must cache frequently accessed data
- **NF5.5**: System must support microservices architecture

## 5. Integration Requirements

### 5.1 External Integrations
- **INT1.1**: Zoom API for video conferencing
- **INT1.2**: LinkedIn API for job posting and profiles
- **INT1.3**: Email/SMS services for notifications
- **INT1.4**: Calendar systems for scheduling
- **INT1.5**: ERP systems for employee data

### 5.2 Internal Integrations
- **INT2.1**: Single Sign-On (SSO) for authentication
- **INT2.2**: File storage system for documents
- **INT2.3**: Search engine for candidate matching
- **INT2.4**: Analytics platform for reporting
- **INT2.5**: Task queue for background processing

## 6. Business Rules

### 6.1 Job Posting Rules
- **BR1.1**: Job postings must be approved before publishing
- **BR1.2**: Application limits must be enforced per job
- **BR1.3**: Job postings must have required fields completed
- **BR1.4**: LinkedIn posts must follow platform guidelines
- **BR1.5**: Job postings must comply with equal opportunity laws

### 6.2 Candidate Management Rules
- **BR2.1**: Candidates can only progress to next stage with approval
- **BR2.2**: Duplicate candidates must be prevented
- **BR2.3**: Candidate data must be kept confidential
- **BR2.4**: Communication must be tracked for all candidates
- **BR2.5**: Background checks must be completed before offers

### 6.3 Interview Scheduling Rules
- **BR3.1**: Interviews must be scheduled during business hours
- **BR3.2**: Buffer time must be respected between interviews
- **BR3.3**: Interviewers must be available for scheduled times
- **BR3.4**: Cancellations must be handled according to policy
- **BR3.5**: Feedback must be collected after each interview

### 6.4 Form Processing Rules
- **BR4.1**: Required fields must be validated before submission
- **BR4.2**: File uploads must be scanned for security
- **BR4.3**: Form submissions must be processed in order
- **BR4.4**: Duplicate submissions must be prevented
- **BR4.5**: Form data must be extracted accurately

## 7. User Interface Requirements

### 7.1 Design Principles
- **UI1.1**: Clean, modern interface with consistent branding
- **UI1.2**: Intuitive navigation with clear hierarchy
- **UI1.3**: Responsive design for all devices
- **UI1.4**: Accessibility compliance (WCAG 2.1)
- **UI1.5**: Fast loading with optimized performance

### 7.2 Key Screens
- **UI2.1**: Dashboard with key metrics and quick actions
- **UI2.2**: Job posting creation and management interface
- **UI2.3**: Candidate pipeline with drag-and-drop stages
- **UI2.4**: Interview scheduling calendar view
- **UI2.5**: Form builder with drag-and-drop fields
- **UI2.6**: Reports and analytics with interactive charts
- **UI2.7**: Candidate profile with comprehensive information
- **UI2.8**: Meeting interface with Zoom integration

### 7.3 Interaction Patterns
- **UI3.1**: Consistent button styles and behaviors
- **UI3.2**: Clear feedback for all user actions
- **UI3.3**: Progressive disclosure for complex forms
- **UI3.4**: Contextual help and tooltips
- **UI3.5**: Keyboard shortcuts for power users

## 8. Data Management

### 8.1 Data Storage
- **DM1.1**: All data must be stored securely
- **DM1.2**: Sensitive data must be encrypted
- **DM1.3**: Data must be backed up regularly
- **DM1.4**: Data retention policies must be enforced
- **DM1.5**: Data must be accessible for reporting

### 8.2 Data Migration
- **DM2.1**: Support import from legacy systems
- **DM2.2**: Provide data validation during migration
- **DM2.3**: Support incremental data updates
- **DM2.4**: Maintain data integrity during migration
- **DM2.5**: Provide rollback capabilities

### 8.3 Data Quality
- **DM3.1**: Implement data validation rules
- **DM3.2**: Provide data cleansing tools
- **DM3.3**: Monitor data quality metrics
- **DM3.4**: Handle duplicate data detection
- **DM3.5**: Support data standardization

## 9. Implementation Plan

### 9.1 Development Phases
#### Phase 1: Core Functionality (Months 1-3)
- User authentication and authorization
- Basic job posting and management
- Candidate database and pipeline
- Basic reporting dashboards
- Form builder with essential fields

#### Phase 2: Enhanced Features (Months 4-6)
- Interview scheduling and Zoom integration
- LinkedIn integration for job posting
- Advanced reporting and analytics
- Candidate matching and scoring
- Mobile-responsive design

#### Phase 3: Advanced Features (Months 7-9)
- AI-powered candidate matching
- Advanced form builder with conditions
- Integration with external systems
- Performance optimization
- Security hardening

#### Phase 4: Production Readiness (Months 10-12)
- Load testing and performance optimization
- Security audit and compliance
- Documentation and training materials
- Beta testing with real users
- Production deployment

### 9.2 Team Structure
- **Project Manager**: Overall project coordination
- **Product Owner**: Requirements and backlog management
- **UI/UX Designer**: Interface design and user experience
- **Backend Developers**: Server-side development
- **Frontend Developers**: Client-side development
- **QA Engineers**: Testing and quality assurance
- **DevOps Engineers**: Deployment and infrastructure
- **Business Analyst**: Requirements gathering and analysis

### 9.3 Technology Stack
- **Frontend**: HTML5, CSS3, JavaScript, Bootstrap 5, HTMX
- **Backend**: Django 5.2.1, Python 3.11
- **Database**: PostgreSQL (production), SQLite (development)
- **APIs**: Django REST Framework
- **Authentication**: Django Allauth, OAuth 2.0
- **Real-time**: HTMX, WebSocket
- **Task Queue**: Celery with Redis
- **Storage**: Local filesystem, AWS S3
- **Monitoring**: Prometheus, Grafana
- **CI/CD**: Docker, Kubernetes

## 10. Success Metrics

### 10.1 Business Metrics
- **BM1.1**: Reduce time-to-hire by 30%
- **BM1.2**: Improve candidate quality by 25%
- **BM1.3**: Increase recruiter efficiency by 40%
- **BM1.4**: Reduce recruitment costs by 20%
- **BM1.5**: Improve candidate satisfaction by 35%

### 10.2 Technical Metrics
- **TM1.1**: System uptime of 99.9%
- **TM1.2**: Page load time under 3 seconds
- **TM1.3**: API response time under 1 second
- **TM1.4**: 0 critical security vulnerabilities
- **TM1.5**: 95% test coverage

### 10.3 User Adoption Metrics
- **UM1.1**: 90% of target users actively using the system
- **UM1.2**: 80% reduction in manual processes
- **UM1.3**: 75% improvement in user satisfaction
- **UM1.4**: 50% reduction in recruitment time
- **UM1.5**: 95% data accuracy in the system

## 11. Risk Assessment

### 11.1 Technical Risks
- **TR1.1**: Integration complexity with external systems
- **TR1.2**: Performance issues with large datasets
- **TR1.3**: Security vulnerabilities in third-party APIs
- **TR1.4**: Data migration challenges
- **TR1.5**: Scalability concerns

### 11.2 Business Risks
- **BR1.1**: User resistance to new system
- **BR1.2**: Changes in recruitment processes
- **BR1.3**: Budget constraints
- **BR1.4**: Timeline delays
- **BR1.5**: Regulatory changes

### 11.3 Mitigation Strategies
- **MS1.1**: Phased implementation with user feedback
- **MS1.2**: Regular performance testing and optimization
- **MS1.3**: Security audits and penetration testing
- **MS1.4**: Comprehensive training and support
- **MS1.5**: Flexible architecture for future changes

## 12. Training & Support

### 12.1 User Training
- **TU1.1**: Role-based training programs
- **TU1.2**: Online documentation and help guides
- **TU1.3**: Video tutorials for key features
- **TU1.4**: In-person training sessions
- **TU1.5**: Refresher courses and updates

### 12.2 Technical Support
- **TS1.1**: Helpdesk with dedicated support staff
- **TS1.2**: Online ticketing system
- **TS1.3**: Remote support capabilities
- **TS1.4**: Knowledge base and FAQs
- **TS1.5**: 24/7 support for critical issues

### 12.3 System Maintenance
- **SM1.1**: Regular system updates and patches
- **SM1.2**: Performance monitoring and optimization
- **SM1.3**: Data backup and recovery procedures
- **SM1.4**: System health checks
- **SM1.5**: Continuous improvement based on feedback

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*Document Version: 1.0*
*Last Updated: October 17, 2025*
