Positions and Departments
Record the job title, work location, and the department submitting the request. Use position names that match organizational data to ensure requests are easily traceable.
Recruitment Planning Application
Plan required roles, headcount, and target start dates with Sigma HRIS or Forte HRIS. Give HR a clear basis for prioritizing recruitment when several departments need employees at the same time.
Determine Staffing Needs Before Opening Vacancies
Requests for new staff may arrive from multiple departments at the same time. Without a clear plan, it is difficult for HR to distinguish between urgent needs, replacement hires, and team expansions. Recruitment planning helps the company agree on required positions before initiating the candidate search.
Headcount and Business Reason
Distinguish between adding new staff and filling vacant positions. Requested numbers must be accompanied by a justification so they can be discussed with management.
Target Start Date
Determine when the employee is expected to join. This information helps HR set search priorities and estimate the timeline for each stage.
Staffing Request Approval
Ensure the plan being implemented has received the necessary authorization. Any changes to numbers or schedules must be communicated to the recruitment team.
Prioritize Recruitment When Multiple Branches Need Employees
For instance, one branch might need a replacement for a departing employee, while another is expanding its team for new operations. HR needs to know the approved headcount and the target start date for each. With this information, the candidate search can be directed toward the most urgent needs.
Gather Requests
Prepare a list of requirements from the requesting departments or branches.
Agree on Priorities
Agree on headcount, role requirements, target dates, and who will approve the request.
Track Hiring Progress
Compare the plan against filled positions based on actual recruitment outcomes.
Determine Positions and Number of Employees to Recruit
Workforce requirements should detail the specific work to be handled, rather than just the number of open positions. HR and department heads need to discuss the rationale for the addition, required competencies, and the target start date. This planning helps the company distinguish between the need for employee replacements and the expansion of team capacity. With clearly defined needs, HR can prioritize positions that are most critical to operations.
Several departments may request employees at once, but their priorities may differ. Some need to replace departing staff, while others are expanding or managing a temporary increase in work. HR should discuss these reasons before starting recruitment. The application should support the company's process for submitting and approving staffing requests. Complete information helps management assess how additional employees support operational plans. This keeps priorities tied to business needs rather than whichever request receives the most follow up.
Start with a list of roles, target start dates, and a contact in each requesting department. When requirements change, share the revised decision and its reason with recruitment. A branch opening might be delayed or the approved headcount reduced. The team then needs to adjust vacancies and candidate searches to avoid working from an outdated plan. Use these examples during the demo to discuss approvals, responsibilities, and how to track filled roles.
Determine the Target Start Date Before Searching for Candidates
For instance, a new branch might be scheduled to begin operations in a few months. The company needs to factor in the time required to source candidates and ensure employees are ready before they assume their duties. When demonstrating the recruitment planning application, use this scenario to discuss the approval stages and subsequent follow up actions. A useful plan is one that can be revisited whenever work schedules or requirements change.
The recruitment plan should help HR decide which roles to fill first. If every request is urgent, review how each vacancy affects operations. Bring a current plan to the demo and explain how requests are approved and revised. This gives the discussion a practical basis in your team's responsibilities. Recruitment gains clearer priorities, while departments can follow the progress of their staffing requests.
You can discuss your recruitment needs with the Sigma Solusi Informatika team. Sigma HRIS is available for on premises and private cloud deployment, while Forte HRIS is cloud based. The choice depends on your company's workflows and IT policies. Please prepare examples of positions or selection processes for the demo so the discussion aligns with your HR needs. Our team assists with implementation and provides ongoing support after the application is in use.
Choose Sigma HRIS or Forte HRIS to Match Your Business
Both products serve small businesses through large enterprises. Their main distinction is how you deploy and manage the system. We help you choose based on operational needs and IT policies.
Choose Sigma HRIS for on premises deployment on your own servers or in a private cloud. Our team helps configure the application around your HR processes and IT policies.
Learn More
Choose Forte HRIS for a cloud based application. We help select modules, prepare records and guide users according to your HR requirements.
Learn MoreSigma HRIS and Forte HRIS are continuously updated to reflect user needs, including ESS, mobile applications and AI powered capabilities. Explore them in a demonstration using examples from your business.
Compare the ProductsHRIS Implementation Guidance and Application Support
Sigma Solusi Informatika has developed HR and payroll systems for more than 10 years. Drawing on this experience, our team can map your business processes in just a few hours.
Data Preparation and Application Setup
Start with the records and workflows you already use. We help prepare and migrate data and configure the application to fit your processes from the outset.
Application Support After Implementation
Our support team and project manager remain available after launch. We answer questions and help resolve issues so HR can keep work moving.
Recruitment Planning FAQs
How does recruitment planning differ from recruitment progress tracking?
The plan records approved roles, staffing numbers, and hiring targets. Progress tracking shows the results, including employees who have joined and roles that remain open.
Should employee replacements be included in the plan?
Yes, replacement needs should be recorded separately from team expansion so that the reasons and priorities remain clear.
What should be prepared for the demo?
Bring sample staffing requests, a list of roles, required headcount, target dates, and your approval workflow.
Who should submit requests for personnel?
The department needing staff explains the role, headcount, and business reason. HR reviews the request and coordinates approval through the company's process.
How do you distinguish between urgent needs and long term plans?
Record the target start date and the impact of the vacant position. This information helps determine search priorities.
What should be done if the required number of staff is reduced?
Confirm changes and adjust plans and active vacancies so the recruitment team does not use outdated figures.
Discuss Your Recruitment Planning Needs with Our Team
Tell us which tasks you want to simplify and the challenges your team faces. We are ready to demonstrate how the application works, assist with setup, and provide guidance on its use.