Mariana Academy – Odoo 18 Recruitment Process Optimization and Automation Project
Software Development Life Cycle (SDLC) Implementation Plan
(Time-boxed to 50 Professional-Service Hours – leveraging only out-of-the-box features)
0️⃣ Project Initiation & Planning
| Task | Owner | Effort | Deliverable |
|---|---|---|---|
| Kick-off & stakeholder alignment workshop | PM + BA | 4 h | Project Charter & RACI |
| Environment readiness check (Odoo SaaS 18) | SysAdmin | 1 h | Readiness checklist |
Cumulative: 5 h
1️⃣ Requirements Analysis
| Task | Owner | Effort | Deliverable |
|---|---|---|---|
| Detail recruitment workflow & qualification matrix | BA | 3 h | BRD v1.0 |
| Confirm filtering fields (Education, Age, Yrs Exp, Expertise Tags) | BA | 1 h | Data Dictionary |
| Gather assessment content (technical & English) | Client | Client | Question banks |
Cumulative: 9 h
2️⃣ Solution Design
Guiding Principle: Pre-qualify applicants with Marketing Automation, then use Odoo’s “Send Interview” capability to dispatch and track assessments so results stay linked to each applicant record.
2.1 Recruitment Pipeline
| Stage | Purpose | Automatic Trigger |
|---|---|---|
| New | Fresh applications | Website form submit |
| Pre-Qualified | Meets basic criteria (RA) | RA filter and moves the applicant to Assessment |
| Assessment | “Send Interview” e-mail | RA action = Send Interview |
| For Interview |
Score ≥ threshold | Survey auto-evaluation |
| First Interview (Internal) | Live interview scheduling | Recruiter move |
Final Interview (Client) | Live interview scheduling | Recruiter move |
| Offer / On-Board | Contract steps | Recruiter move |
2.2 Assessments (Survey-Based “Interview” Forms)
Odoo 18 uses Survey objects to power recruitment assessments. Each survey marked Type = Interview appears in the Send Interview wizard.
| Setting | Recommended Value |
|---|---|
| Title | ETO Technical Aptitude / English Proficiency |
| Responsible | Recruitment Team Lead |
| Type | Interview |
| Access Mode | Invited people only |
| Require Login | ☐ (unchecked – tokenised link handles identity) |
| Pagination | One page per question |
| Display Progress | Percentage left |
| Scoring | Scoring with answers at the end |
| Pass Threshold | 70 % |
Send Interview creates a personalised survey link; completed scores are written back to the applicant record, fully out-of-the-box.
2.3 Marketing Automation Campaign (Pre-Qualification Only)
Target model: hr.applicant
Domain: Education in list, Age 21-28, Years Exp ≥ 1, Tag “Electrical/Electronics”.
Actions:
0 min → Update Stage → Pre-Qualified
+2 min → Send Interview with ETO Technical Aptitude form
Wait for completion → if score ≥ 70 % move to Assessment Passed else Hold – Review
Standard usage: Marketing Automation triggers the native action_send_interview.
2.4 Minimal Custom Enhancement – Dynamic Multi-Assessment Sender
One lightweight Python server action (~30 lines) in Marketing Automation:
Detect required assessments by applicant tag/job profile.
Loop through Interview Forms and call action_send_interview for each.
Log each dispatch in the Chatter.
Extra build effort: 1 h (absorbed within 50-h budget).
Cumulative: 15 h
3️⃣ Configuration / Development
| Task | Owner | Effort | Deliverable |
|---|---|---|---|
| Add fields & extend applicant website form | Functional Consultant | 3 h | Updated form |
| Create pipeline stages | Functional Consultant | 2 h | Stage workflow |
| Configure Marketing Automation campaign | Functional Consultant | 4 h | Live campaign |
| Build Interview Forms & scoring | Functional Consultant | 4 h | Two forms |
| Configure “Send Interview” e-mail template | Functional Consultant | 1 h | Template |
| Dashboards & security rules | SysAdmin | 2 h | Recruiter dashboards |
| Branding e-mails & portal pages | Marketing Spec. | 3 h | Branded templates |
Cumulative: 34 h
4️⃣ Testing & Quality Assurance
| Task | Owner | Effort | Deliverable |
|---|---|---|---|
| Generate test applicants (≤ 200) | Data Lead | 1 h | Test data |
| Functional tests (filters, Send Interview, scoring) | QA | 3 h | QA report |
| UAT with recruiters | Client + Consultant | 3 h | UAT sign-off |
Cumulative: 41 h
5️⃣ Deployment
| Task | Owner | Effort | Deliverable |
|---|---|---|---|
| Import historical applicants | Data Lead | 2 h | Data loaded |
| Activate campaign & forms | Consultant | 1 h | Live processes |
| Hypercare (first 3 days) | PM | 2 h | Hypercare log |
Cumulative: 46 h
6️⃣ Training & Knowledge Transfer
| Task | Owner | Effort | Deliverable |
|---|---|---|---|
| Recruiter training incl. Send Interview flow | Trainer | 3 h | Video & quick-ref |
| Admin handover & documentation | SysAdmin | 1 h | Admin guide |
Cumulative: 50 h
7️⃣ Maintenance & Continuous Improvement
(Post-go-live tuning, additional assessments, new dashboards, etc.)
Glossary – Key Terms
| Term | Meaning |
|---|---|
| SDLC | Software Development Life Cycle |
| Send Interview | Odoo feature emailing an Interview Form link; responses sync to applicant |
| PM, BA, QA, etc. | Project roles defined in plan |
| MA | Marketing Automation module |
Acceptance Criteria
Qualified applicants move to Pre-Qualified within 15 minutes.
Send Interview e-mail dispatched ≤ 5 minutes after qualification.
Scores auto-move applicant to Assessment Passed if ≥ 70 %.
Recruiter kanban defaults to Pre-Qualified and above.
No custom modules; only one optional server action inside MA.
Prepared by Something Somewhere Consulting • Version 1.2 (24 Apr 2025)