Using Nucleus One for Human Resources

Using Nucleus One for Human Resources

Notes
Product: Nucleus One
Best For: Administrators
Industry: All
Summary: This article explains a few applications for assets in a Human Resources setting.

This article explores the versatile applications of Nucleus One within a Human Resources context. It aims to provide a comprehensive guide on how to configure various elements of the Nucleus One platform, including projects, custom fields, tags, assets, forms, and workflow processes. By following these steps, HR departments can effectively streamline and automate the management of critical employee information and candidate application procedures, leading to enhanced organizational efficiency and improved data integrity.

Steps for Admins


1. Project

Add a new project in Nucleus One. Name the project “Human Resources” or something similar.

2. Fields

Navigate to your new project, Human Resources, then to Settings. Navigate to Fields.

Add the following fields:
Birthdate
Candidate ID
Candidate Name
SSN




3. Tags

Navigate to your new project, Human Resources, then to Settings. Navigate to Tags.

Add the following tags:
Application
Application Form
Resume
Offer Letter
Interview Evaluation
Background Screening



4. Assets

Navigate to your new project, Human Resources, then to Settings. Navigate to Assets.

Add the Candidate (Candidates) asset, with the following settings:
Required Fields:
Birthdate
Candidate Name
SSN
Field for item naming: Candidate Name
Requirements, Tags for Documents: Application



5. Forms

Navigate to your new project, Human Resources, then to Settings. Navigate to Forms.

Create the Submission Form to include Project Fields linking to the following fields:
  1. Candidate Name
  2. SSN
  3. Birthdate
Create an Upload element, which tags the uploaded document as an Application.



6. Workflow Process

Navigate to your new project, Human Resources, then to Settings. Navigate to Workflow Processes.

Click on the plus icon, and name your workflow process.

Add the following process elements:

1. Add a new Tags Update trigger. The settings should be as follows:
Tags: Invoice



2. Add and connect the Asset Action. The settings should be as follows:
Asset: Candidate



3. Add and connect the Task  to the Asset. The Task settings should be as follows:
Name: Candidate Application
Assign to: HR Personnel
Checklist:
    1. Application Intake and Logging
    2. Initial Screening
    3. Recruiter Review
    4. Shortlisting and Hiring Manager Review
    5. Communication to Applicant
    6. Interview Coordination
    7. Candidate Record Maintenance
    8. Status Update and Final Decision


The Workflow Process should be structured as follows.




Steps for Users


In this use case, the users would be the employees in Human Resources.

1. A job candidate uploads an Application using the Application Submission Form. This creates a new Candidate asset, and a task.



2. Navigate to the Candidates Assets. The candidate asset is generated, and the information inputted into the form is also included. It should be marked as complete, and contains both a copy of the Application Form, and the Application.



3. Navigate to My Work, then to Tasks. The candidate application task is generated.


4. Open the task, add the candidate’s name into the description, and complete the task checklist. Additional documents sent in by the candidate, such as a resume and offer letter, along with internal documents like interview evaluation and Background Screening, can be stored here and in the asset under the documents tab.



5. Once finished, the final decision can be typed in description, and the task can be marked as complete. The completed task can be accessed in the Human Resources project under Tasks.



Problems Solved

This system solves the following problems in a Human Resources environment:

  1. Disorganized Employee Information: The system provides a centralized way to manage employee data through projects, fields, tags, and assets, reducing the problem of scattered or difficult-to-locate information.
  2. Inefficient Candidate Application Procedures: By automating the collection of applicant information via forms and organizing it into candidate assets, the system streamlines the initial stages of the application process.
  3. Manual Tracking of Required Documents: The system ensures that necessary documents (like applications, resumes, offer letters, interview evaluations, and background screenings) are tagged and stored with the corresponding candidate asset, preventing the problem of missing or untracked paperwork.
  4. Lack of Standardized Workflow for HR Processes: The implementation of workflow processes with predefined tasks and checklists (e.g., Application Intake, Initial Screening, Recruiter Review) addresses the issue of inconsistent or ad-hoc HR procedures.
  5. Difficulty in Monitoring Candidate Progress: The workflow tasks and status updates allow HR personnel to easily track where a candidate is in the application and hiring process, solving the problem of a lack of visibility.
  6. Redundant Data Entry: By integrating forms with asset creation and field population, the system minimizes the need for manual re-entry of candidate information.
  7. Challenges in Accessing Completed Tasks and Decisions: The system centralizes completed tasks and their associated decisions within the Human Resources project, making it easier to review past actions and outcomes.
  8. Poor Record-Keeping and Data Integrity: By structuring and automating the storage of HR documents and data, the system improves the overall accuracy and reliability of HR records.
  9. Time-Consuming Onboarding and Candidate Review: The automated generation of employee assets and tasks within a defined workflow simplifies and speeds up the processes for onboarding new hires and reviewing candidates.

Conclusion

This article demonstrates how Nucleus One can be effectively utilized in a Human Resources setting. By setting up projects, fields, tags, assets, forms, and workflow processes, HR administrators can streamline the management of employee information and application processes. The system allows for efficient sorting and cataloging of employee assets, ensuring that required documents are tracked and completed. Through the creation of a dedicated workflow, new employee assets and associated tasks can be automatically generated, simplifying the onboarding and candidate review processes for HR personnel. Ultimately, Nucleus One provides a robust solution for organizing and automating key HR functions, improving efficiency and record-keeping.

    • Related Articles

    • Using Nucleus One for Tabletop Roleplay

      Product: Nucleus One Best For: Administrators Industry: All Summary: This article explores how Nucleus One can be leveraged as a comprehensive tool for managing a tabletop RPG campaign, outlining steps for both administrators (Game Masters) and users ...

    • Using Nucleus One for Accounts Payable

      Product: Nucleus One Best For: Administrators, Accounting Users Industry: Accounting Summary: This article explains a few applications for Nucleus One Assets and Workflow Process in an Accounts Payable setting. In an accounts payable environment, ...

    • Using Advanced Search in Nucleus One

      Product: Nucleus One Best For: Administrators Industry: All Summary: The advanced search feature in Nucleus One is designed to help users efficiently locate documents, forms, and tasks across large repositories by leveraging powerful search tools and ...

    • Creating and Submitting Forms in Nucleus One

      Product: Nucleus One Best For: Administrators Industry: All Summary: How to create and submit forms in Nucleus One. This article outlines the process for creating and submitting forms within Nucleus One. Administrators can create forms by signing in ...

    • Managing Project Users and Groups in Nucleus One

      Product: Nucleus One Best For: Administrators Industry: All Summary: How to create user groups and edit their permissions in Nucleus One. This article provides instructions for administrators on how to create, edit, and delete groups and manage the ...