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kaauh_ats/ATS_PRODUCT_DOCUMENT.md
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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

Document Version: 1.0 Last Updated: October 17, 2025