HRINFO21_ Vacancy and Applicant Data Quality Report

Summary description

This report checks vacancy and applicant data for the current reporting year. The report is split over three data-checking tabs and provides two data view/export tabs.

This report checks that you are using the mandatory applicant status stages (Applied, Shortlisted, Offer Made – Personnel, Offer Accepted – Personnel) to allow cross-departmental comparability in recruitment outcomes.

Guidance on how to use the report and make data changes is available on the HR Information Team’s data quality webpages.

Why run this report?

Accurate recruitment data is required for University-wide recruitment monitoring and for Athena Swan applications. Running this report regularly will ensure you are managing vacancies correctly on Core and using the required mandatory stages for applicants.

When should you run this report?

Run this report at least every month. You may also find it helpful to run the report and spot-check recent data entry for selected vacancies.

Hints & tips

Ensure you are following the most up-to-date quick reference guides for the Core data entry steps and requirements. Particularly noting the mandatory applicant statuses in the REC00 Recruitment Basics quick reference guide on page 2.

Available parameters

Parameter Mandatory?  Notes 
Department Description   N Enter/select the department name if required. 
Department Code   N If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected. 
Vacancy ID   N Enter a specific vacancy ID or leave blank for 'all' records. 

Details of tabs

The order that you run and action the tabs matters:

Tab 1 Step 1 - Advertised vacancy validation
  • Run this tab first, before any others.
  • Action all red message in the recruitment module back office.
  • Re-run this tab to check the changes have been entered correctly.
Tab 2 Step 2 - Applicant status validation  
  • Run this second tab once you have cleared all the red errors from the advertised vacancy checking tab (Step 1).
  • Action all red error messages.
  • Action the orange advisory messages if you wish.
  • Re-run tab to check the changes have been entered correctly.
Tab 3 Step 3 - Non-advertised vacancy validation  
  • Run this tab last of all.
  • Action all red error messages in the in the recruitment module back office.
  • Re-run this tab to check the changes have been entered correctly.
Tab 4 DATA VIEW - applicant status   This tab is formatted using 'group sort' to provide an on-screen view of applicant statuses.
Tab 5 DATA EXPORT - applicant status This tab is formatted to provide a dataset for export and use in Excel (can be used to create Pivot Tables).