455 lines
17 KiB
Markdown
455 lines
17 KiB
Markdown
# KAAUH Applicant Tracking System (ATS) - Product Document
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## 1. Product Overview
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### 1.1 Product Description
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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.
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### 1.2 Target Users
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- **System Administrators**: Manage system configurations, user accounts, and integrations
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- **Hiring Managers**: Create job postings, review candidates, and make hiring decisions
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- **Recruiters**: Manage candidate pipelines, conduct screenings, and coordinate interviews
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- **Interviewers**: Schedule and conduct interviews, provide feedback
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- **Candidates**: Apply for positions, track application status, and participate in interviews
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- **External Agencies**: Submit candidates and track progress
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### 1.3 Key Features
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- **Job Management**: Create, edit, and publish job postings with customizable templates
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- **Candidate Pipeline**: Track candidates through all stages of recruitment
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- **Interview Scheduling**: Automated scheduling with calendar integration
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- **Video Interviews**: Zoom integration for seamless virtual interviews
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- **Form Builder**: Dynamic application forms with custom fields
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- **LinkedIn Integration**: Automated job posting and profile synchronization
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- **Reporting & Analytics**: Comprehensive dashboards and reporting tools
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- **Multi-language Support**: Arabic and English interfaces
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## 2. User Stories
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### 2.1 Hiring Manager Stories
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```
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As a Hiring Manager, I want to:
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- Create job postings with detailed requirements and qualifications
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- Review and shortlist candidates based on predefined criteria
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- Track the status of all recruitment activities
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- Generate reports on hiring metrics and trends
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- Collaborate with recruiters and interviewers
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- Post jobs directly to LinkedIn
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Acceptance Criteria:
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- Can create job postings with rich text descriptions
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- Can filter candidates by stage, skills, and match score
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- Can view real-time recruitment metrics
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- Can approve or reject candidates
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- Can post jobs to LinkedIn with one click
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```
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### 2.2 Recruiter Stories
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```
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As a Recruiter, I want to:
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- Source and screen candidates from multiple channels
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- Move candidates through the recruitment pipeline
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- Schedule interviews and manage availability
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- Send automated notifications and updates
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- Track candidate engagement and response rates
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- Maintain a database of potential candidates
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Acceptance Criteria:
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- Can bulk import candidates from CSV files
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- Can update candidate stages in bulk
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- Can schedule interviews with calendar sync
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- Can send automated email/SMS notifications
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- Can track candidate communication history
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```
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### 2.3 Interviewer Stories
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```
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As an Interviewer, I want to:
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- View my interview schedule and availability
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- Join video interviews seamlessly
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- Provide structured feedback for candidates
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- Access candidate information and resumes
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- Confirm or reschedule interviews
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- View interview history and patterns
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Acceptance Criteria:
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- Receive email/SMS reminders for upcoming interviews
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- Can join Zoom meetings with one click
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- Can submit structured feedback forms
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- Can access all candidate materials
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- Can update interview status and availability
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```
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### 2.4 Candidate Stories
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```
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As a Candidate, I want to:
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- Search and apply for relevant positions
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- Track my application status in real-time
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- Receive timely updates about my application
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- Participate in virtual interviews
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- Submit required documents securely
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- Communicate with recruiters easily
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Acceptance Criteria:
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- Can create a profile and upload resumes
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- Can search jobs by department and keywords
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- Can track application status history
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- Can schedule interviews within available slots
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- Can receive notifications via email/SMS
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- Can access all application materials
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```
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### 2.5 System Administrator Stories
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```
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As a System Administrator, I want to:
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- Manage user accounts and permissions
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- Configure system settings and integrations
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- Monitor system performance and usage
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- Generate audit logs and reports
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- Manage integrations with external systems
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- Ensure data security and compliance
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Acceptance Criteria:
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- Can create and manage user roles
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- Can configure API keys and integrations
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- Can monitor system health and performance
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- Can generate audit trails for all actions
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- Can backup and restore data
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- Can ensure GDPR compliance
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```
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## 3. Functional Requirements
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### 3.1 Job Management Module
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#### 3.1.1 Job Creation & Editing
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- **FR1.1.1**: Users must be able to create new job postings with all required fields
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- **FR1.1.2**: System must auto-generate unique internal job IDs
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- **FR1.1.3**: Users must be able to edit job postings at any stage
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- **FR1.1.4**: System must support job cloning for similar positions
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- **FR1.1.5**: System must support multi-language content
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#### 3.1.2 Job Publishing & Distribution
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- **FR1.2.1**: System must support job status management (Draft, Active, Closed)
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- **FR1.2.2**: System must integrate with LinkedIn for job posting
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- **FR1.2.3**: System must generate career pages for active jobs
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- **FR1.2.4**: System must support application limits per job posting
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- **FR1.2.5**: System must track application sources and effectiveness
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### 3.2 Candidate Management Module
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#### 3.2.1 Candidate Database
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- **FR2.1.1**: System must store comprehensive candidate profiles
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- **FR2.1.2**: System must parse and analyze uploaded resumes
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- **FR2.1.3**: System must support candidate import from various sources
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- **FR2.1.4**: System must provide candidate search and filtering
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- **FR2.1.5**: System must calculate match scores for candidates
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#### 3.2.2 Candidate Pipeline
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- **FR2.2.1**: System must support customizable candidate stages
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- **FR2.2.2**: System must enforce stage transition rules
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- **FR2.2.3**: System must track all candidate interactions
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- **FR2.2.4**: System must support bulk candidate operations
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- **FR2.2.5**: System must provide candidate relationship management
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### 3.3 Interview Management Module
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#### 3.3.1 Interview Scheduling
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- **FR3.1.1**: System must support automated interview scheduling
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- **FR3.1.2**: System must integrate with calendar systems
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- **FR3.1.3**: System must handle timezone conversions
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- **FR3.1.4**: System must support buffer times between interviews
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- **FR3.1.5**: System must prevent scheduling conflicts
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#### 3.3.2 Video Interviews
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- **FR3.2.1**: System must integrate with Zoom for video interviews
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- **FR3.2.2**: System must create Zoom meetings automatically
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- **FR3.2.3**: System must handle meeting updates and cancellations
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- **FR3.2.4**: System must support meeting recordings
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- **FR3.2.5**: System must manage meeting access controls
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### 3.4 Form Builder Module
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#### 3.4.1 Form Creation
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- **FR4.1.1**: System must support multi-stage form creation
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- **FR4.1.2**: System must provide various field types
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- **FR4.1.3**: System must support form validation rules
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- **FR4.1.4**: System must allow conditional logic
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- **FR4.1.5**: System must support form templates
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#### 3.4.2 Form Processing
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- **FR4.2.1**: System must handle form submissions securely
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- **FR4.2.2**: System must support file uploads
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- **FR4.2.3**: System must extract data from submissions
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- **FR4.2.4**: System must create candidates from submissions
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- **FR4.2.5**: System must provide submission analytics
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### 3.5 Reporting & Analytics Module
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#### 3.5.1 Dashboards
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- **FR5.1.1**: System must provide role-based dashboards
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- **FR5.1.2**: System must display key performance indicators
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- **FR5.1.3**: System must support real-time data updates
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- **FR5.1.4**: System must allow customization of dashboard views
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- **FR5.1.5**: System must support data visualization
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#### 3.5.2 Reports
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- **FR5.2.1**: System must generate standard reports
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- **FR5.2.2**: System must support custom report generation
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- **FR5.2.3**: System must export data in multiple formats
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- **FR5.2.4**: System must schedule automated reports
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- **FR5.2.5**: System must support report distribution
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## 4. Non-Functional Requirements
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### 4.1 Performance Requirements
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- **NF1.1**: System must support concurrent users (100+)
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- **NF1.2**: Page load time must be under 3 seconds
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- **NF1.3**: API response time must be under 1 second
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- **NF1.4**: System must handle 10,000+ job postings
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- **NF1.5**: System must handle 100,000+ candidate records
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### 4.2 Security Requirements
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- **NF2.1**: All data must be encrypted in transit and at rest
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- **NF2.2**: System must support role-based access control
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- **NF2.3**: System must maintain audit logs for all actions
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- **NF2.4**: System must comply with GDPR regulations
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- **NF2.5**: System must protect against common web vulnerabilities
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### 4.3 Usability Requirements
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- **NF3.1**: Interface must be intuitive and easy to use
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- **NF3.2**: System must support both Arabic and English
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- **NF3.3**: System must be responsive and mobile-friendly
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- **NF3.4**: System must provide clear error messages
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- **NF3.5**: System must support keyboard navigation
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### 4.4 Reliability Requirements
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- **NF4.1**: System must have 99.9% uptime
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- **NF4.2**: System must handle failures gracefully
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- **NF4.3**: System must support data backup and recovery
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- **NF4.4**: System must provide monitoring and alerts
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- **NF4.5**: System must support load balancing
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### 4.5 Scalability Requirements
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- **NF5.1**: System must scale horizontally
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- **NF5.2**: System must handle peak loads
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- **NF5.3**: System must support database sharding
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- **NF5.4**: System must cache frequently accessed data
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- **NF5.5**: System must support microservices architecture
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## 5. Integration Requirements
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### 5.1 External Integrations
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- **INT1.1**: Zoom API for video conferencing
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- **INT1.2**: LinkedIn API for job posting and profiles
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- **INT1.3**: Email/SMS services for notifications
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- **INT1.4**: Calendar systems for scheduling
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- **INT1.5**: ERP systems for employee data
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### 5.2 Internal Integrations
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- **INT2.1**: Single Sign-On (SSO) for authentication
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- **INT2.2**: File storage system for documents
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- **INT2.3**: Search engine for candidate matching
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- **INT2.4**: Analytics platform for reporting
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- **INT2.5**: Task queue for background processing
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## 6. Business Rules
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### 6.1 Job Posting Rules
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- **BR1.1**: Job postings must be approved before publishing
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- **BR1.2**: Application limits must be enforced per job
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- **BR1.3**: Job postings must have required fields completed
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- **BR1.4**: LinkedIn posts must follow platform guidelines
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- **BR1.5**: Job postings must comply with equal opportunity laws
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### 6.2 Candidate Management Rules
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- **BR2.1**: Candidates can only progress to next stage with approval
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- **BR2.2**: Duplicate candidates must be prevented
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- **BR2.3**: Candidate data must be kept confidential
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- **BR2.4**: Communication must be tracked for all candidates
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- **BR2.5**: Background checks must be completed before offers
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### 6.3 Interview Scheduling Rules
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- **BR3.1**: Interviews must be scheduled during business hours
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- **BR3.2**: Buffer time must be respected between interviews
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- **BR3.3**: Interviewers must be available for scheduled times
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- **BR3.4**: Cancellations must be handled according to policy
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- **BR3.5**: Feedback must be collected after each interview
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### 6.4 Form Processing Rules
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- **BR4.1**: Required fields must be validated before submission
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- **BR4.2**: File uploads must be scanned for security
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- **BR4.3**: Form submissions must be processed in order
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- **BR4.4**: Duplicate submissions must be prevented
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- **BR4.5**: Form data must be extracted accurately
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## 7. User Interface Requirements
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### 7.1 Design Principles
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- **UI1.1**: Clean, modern interface with consistent branding
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- **UI1.2**: Intuitive navigation with clear hierarchy
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- **UI1.3**: Responsive design for all devices
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- **UI1.4**: Accessibility compliance (WCAG 2.1)
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- **UI1.5**: Fast loading with optimized performance
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### 7.2 Key Screens
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- **UI2.1**: Dashboard with key metrics and quick actions
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- **UI2.2**: Job posting creation and management interface
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- **UI2.3**: Candidate pipeline with drag-and-drop stages
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- **UI2.4**: Interview scheduling calendar view
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- **UI2.5**: Form builder with drag-and-drop fields
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- **UI2.6**: Reports and analytics with interactive charts
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- **UI2.7**: Candidate profile with comprehensive information
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- **UI2.8**: Meeting interface with Zoom integration
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### 7.3 Interaction Patterns
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- **UI3.1**: Consistent button styles and behaviors
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- **UI3.2**: Clear feedback for all user actions
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- **UI3.3**: Progressive disclosure for complex forms
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- **UI3.4**: Contextual help and tooltips
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- **UI3.5**: Keyboard shortcuts for power users
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## 8. Data Management
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### 8.1 Data Storage
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- **DM1.1**: All data must be stored securely
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- **DM1.2**: Sensitive data must be encrypted
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- **DM1.3**: Data must be backed up regularly
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- **DM1.4**: Data retention policies must be enforced
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- **DM1.5**: Data must be accessible for reporting
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### 8.2 Data Migration
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- **DM2.1**: Support import from legacy systems
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- **DM2.2**: Provide data validation during migration
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- **DM2.3**: Support incremental data updates
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- **DM2.4**: Maintain data integrity during migration
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- **DM2.5**: Provide rollback capabilities
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### 8.3 Data Quality
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- **DM3.1**: Implement data validation rules
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- **DM3.2**: Provide data cleansing tools
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- **DM3.3**: Monitor data quality metrics
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- **DM3.4**: Handle duplicate data detection
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- **DM3.5**: Support data standardization
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## 9. Implementation Plan
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### 9.1 Development Phases
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#### Phase 1: Core Functionality (Months 1-3)
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- User authentication and authorization
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- Basic job posting and management
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- Candidate database and pipeline
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- Basic reporting dashboards
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- Form builder with essential fields
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#### Phase 2: Enhanced Features (Months 4-6)
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- Interview scheduling and Zoom integration
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- LinkedIn integration for job posting
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- Advanced reporting and analytics
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- Candidate matching and scoring
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- Mobile-responsive design
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#### Phase 3: Advanced Features (Months 7-9)
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- AI-powered candidate matching
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- Advanced form builder with conditions
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- Integration with external systems
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- Performance optimization
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- Security hardening
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#### Phase 4: Production Readiness (Months 10-12)
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- Load testing and performance optimization
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- Security audit and compliance
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- Documentation and training materials
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- Beta testing with real users
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- Production deployment
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### 9.2 Team Structure
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- **Project Manager**: Overall project coordination
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- **Product Owner**: Requirements and backlog management
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- **UI/UX Designer**: Interface design and user experience
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- **Backend Developers**: Server-side development
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- **Frontend Developers**: Client-side development
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- **QA Engineers**: Testing and quality assurance
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- **DevOps Engineers**: Deployment and infrastructure
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- **Business Analyst**: Requirements gathering and analysis
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### 9.3 Technology Stack
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- **Frontend**: HTML5, CSS3, JavaScript, Bootstrap 5, HTMX
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- **Backend**: Django 5.2.1, Python 3.11
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- **Database**: PostgreSQL (production), SQLite (development)
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- **APIs**: Django REST Framework
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- **Authentication**: Django Allauth, OAuth 2.0
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- **Real-time**: HTMX, WebSocket
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- **Task Queue**: Celery with Redis
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- **Storage**: Local filesystem, AWS S3
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- **Monitoring**: Prometheus, Grafana
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- **CI/CD**: Docker, Kubernetes
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## 10. Success Metrics
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### 10.1 Business Metrics
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- **BM1.1**: Reduce time-to-hire by 30%
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- **BM1.2**: Improve candidate quality by 25%
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- **BM1.3**: Increase recruiter efficiency by 40%
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- **BM1.4**: Reduce recruitment costs by 20%
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- **BM1.5**: Improve candidate satisfaction by 35%
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### 10.2 Technical Metrics
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- **TM1.1**: System uptime of 99.9%
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- **TM1.2**: Page load time under 3 seconds
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- **TM1.3**: API response time under 1 second
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- **TM1.4**: 0 critical security vulnerabilities
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- **TM1.5**: 95% test coverage
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### 10.3 User Adoption Metrics
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- **UM1.1**: 90% of target users actively using the system
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- **UM1.2**: 80% reduction in manual processes
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- **UM1.3**: 75% improvement in user satisfaction
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- **UM1.4**: 50% reduction in recruitment time
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- **UM1.5**: 95% data accuracy in the system
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## 11. Risk Assessment
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### 11.1 Technical Risks
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- **TR1.1**: Integration complexity with external systems
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- **TR1.2**: Performance issues with large datasets
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- **TR1.3**: Security vulnerabilities in third-party APIs
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- **TR1.4**: Data migration challenges
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- **TR1.5**: Scalability concerns
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### 11.2 Business Risks
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- **BR1.1**: User resistance to new system
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- **BR1.2**: Changes in recruitment processes
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- **BR1.3**: Budget constraints
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- **BR1.4**: Timeline delays
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- **BR1.5**: Regulatory changes
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### 11.3 Mitigation Strategies
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- **MS1.1**: Phased implementation with user feedback
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- **MS1.2**: Regular performance testing and optimization
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- **MS1.3**: Security audits and penetration testing
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- **MS1.4**: Comprehensive training and support
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- **MS1.5**: Flexible architecture for future changes
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## 12. Training & Support
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### 12.1 User Training
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- **TU1.1**: Role-based training programs
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- **TU1.2**: Online documentation and help guides
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- **TU1.3**: Video tutorials for key features
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- **TU1.4**: In-person training sessions
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- **TU1.5**: Refresher courses and updates
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### 12.2 Technical Support
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- **TS1.1**: Helpdesk with dedicated support staff
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- **TS1.2**: Online ticketing system
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- **TS1.3**: Remote support capabilities
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- **TS1.4**: Knowledge base and FAQs
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- **TS1.5**: 24/7 support for critical issues
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### 12.3 System Maintenance
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- **SM1.1**: Regular system updates and patches
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- **SM1.2**: Performance monitoring and optimization
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- **SM1.3**: Data backup and recovery procedures
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- **SM1.4**: System health checks
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- **SM1.5**: Continuous improvement based on feedback
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---
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*Document Version: 1.0*
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*Last Updated: October 17, 2025*
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