📘 End-to-End LLIR Recruitment Process Integrated into Odoo 18 Online
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End-to-End LLIR Recruitment Process Integrated into Odoo 18 Online

This document aligns the LLIR End‑to‑End Recruitment Process (Article 168), the detailed LLIR Procedure (Article 182), and the country‑specific post‑deployment steps, closing all gaps and mapping them into a single, seamless workflow implemented in Odoo Online.

1. Overview & Scope

  • Article 168 provides the high‑level end‑to‑end recruitment flow from Job Order intake to deployment monitoring.

  • Article 182 details the standardized recruitment procedure milestones and tasks.

  • Country Files (attached ZIP) cover post‑deployment activities common to all countries (e.g., documentation, medical, visa, OEC, ticketing).

Objective: Merge these sources into one unified process, implemented via Odoo 18 Online using Projects, Recruitment, Documents, Surveys, Marketing Automation, Studio configurations, and Automated Actions.

2. Documented Milestones & Tasks

Below are the LLIR Procedure milestones and tasks (Article 182) implemented in Odoo Projects.

2.1 Project Initiation & JO Validation

2.1.1 Review and Accept Job Order

  • AM reviews JO details, confirms ownership.

2.1.2 Accreditation Check & DMW Documentation

  • Determine accreditation status; gather/update documents.

2.1.3 Job Advertisement Approval

  • If new JO, prepare DMW Job Ad; submit for approval.

2.1.4 Create/Confirm Recruitment Parent Task

  • Generate the Recruitment “parent” task to anchor downstream activities.

Dependency: Tasks 2.1.2 & 2.1.3 must be completed before progressing.

2.2 Recruitment Campaign Preparation

2.2.1 Create/Update Job Position in Recruitment Module

  • Build or edit the Position record; configure applicant form fields and document checklist.

2.2.2 Prepare Job Posting & Marketing Collateral

  • Draft website job posts, social cards, and email templates; upload them to Documents.

2.2.3 Define Recruitment Approach & Assign CRT

  • Finalize sourcing channels, budget, assign CRT members, and trigger automation campaigns.

Dependency: Task 2.2.1 must be completed before closing 2.2.2 and 2.2.3.

2.3 Recruitment Execution & Screening

2.3.1 Launch Recruitment Campaign (Template)

  • Activate marketing channels and portals.

2.3.2 Daily Applicant Review

  • Create a recurring daily task: CRT screens new applications.

2.3.3 Initial Screening Calls

  • Conduct phone/email pre-screen; auto-generate follow-up activities.

2.3.4 Schedule Internal Interviews

  • Create calendar invites; link Interview Survey.

2.3.5 Document Follow-Up Automation

  • Automated 3-day reminders until documents are complete.

2.4 Candidate Sourcing & Interview Cycle

2.4.1 Client Interviews & Endorsements

  • Submit screened candidates to the client; log feedback.

2.4.2 Offer Preparation & Negotiation

  • Generate and finalize offer letters; capture signed LOIs.

2.4.3 DMW Final Clearance & Deployment

  • Submit endorsed candidates to DMW/POEA for processing.

2.4.4 Project Closure & Post-Mortem

  • Conduct lessons-learned; archive findings.

2.5 Deployment & Arrival Monitoring

2.5.1 Candidate Selection & Offer Signing

  • The selected candidate signs the contract and conducts a pre-departure briefing.

2.5.2 Documentation Gathering & Submission

  • Collect passports, visas, and medical certificates; store in Documents.

2.5.3 Medical Exam & Clearance

  • Schedule PEME; obtain and release Medical Certificate.

2.5.4 Visa Processing

  • Submit visa application; track embassy interview.

2.5.5 PDOS & OEC Processing

  • Facilitate Pre-Departure Orientation and OEC stamping.

2.5.6 Ticketing

  • Book flights; issue e-tickets.

2.5.7 Deployment & Arrival Monitoring

  • Confirm departure and arrival; liaise with local partner.

2.5a Country-specific Pre-Deployment Variations

2.5a.1 Visa Type & Credential Verification

  • AM and Documentation Team coordinate country-specific visa requirements, credential evaluations (NCLEX, IELTS, QVC, etc.).

2.5a.2 Language Training & Certification

  • For countries requiring language proficiency (e.g., German B1, Japanese N5), schedule language courses and certification exams; track results and store certificates.

2.5a.3 Additional Health & Security Checks

  • Conduct any additional background, security, or health checks mandated by the destination country.

2. Integrated Recruitment Workflow (Swimlane View)

Below is the recruitment process organized into swimlanes by role across each milestone. Sub‑steps are listed beneath each main task.

Role / Milestone 2.1 Intake (1 day) 2.2 Initiation& JO Validation (2–3d) 2.3 Campaign Prep (3–5d) 2.4 Execution & Screening (7–10d) 2.5 Sourcing & Interview Cycle (7–14d) 2.5a Country Variations(3–7 days) 2.6 Deployment & Monitoring(14–30d)
Account Manager (AM) • Validate form• Data completeness 2.2.1 Review & Accept JO2.2.2 Accreditation • Support 2.3.3 Define Approach– brief CRT 2.4.1 Client Interviews & Endorsements– Odoo Calendar, Interview Doc upload 2.5.1 Client Interviews& Endorsements
2.5.2 Offer Prep & Negotiation		 2.5a.1 Coordinate country-specific visatypes & documentation
2.5a.2 Review additional compliance tasks		 2.6.1 Candidate Selection & Briefing
2.6.6 Ticketing
2.6.7 Deployment & Arrival Monitoring
Marketing — 2.2.3 Job Ad Approval 2.3.1 Create/Update Job2.3.2 Prepare Collateral 2.4.1 Launch Campaign– portals & channels — — —
Head of Recruitment — — 2.3.3 Define Approach & Assign CRT– set channels 2.4.1 Launch Campaign (co-lead)– monitor execution 2.5 Process Owner: oversee the cycle & ensure CRT follow-up —
Centralized Recruitment Team (CRT) — — — 2.4.2 Daily Review
2.4.3 Initial Screening
2.4.4 Schedule Interviews
2.4.5 Doc Checklist Completion		 2.5 Interview Execution & Endorsements — Confirm departure & arrival
Documentation Team — Support 2.2.2 Accreditation — Support 2.4.5 Documentation Checklist Completion 2.5a Country Variations Coordination– visa/credential tasks 2.5a Country Variations Coordination– document tasks 2.6.2 Doc Gathering2.6.3 Medical Exam2.6.4 Visa2.6.5 PDOS & OEC

2.7 Odoo Interfaces & QMS Controls Odoo Interfaces & QMS Controls Odoo Interfaces & QMS Controls

Account Manager (AM):

  • Projects Module: Projects ▶ My Projects ▶ Select Recruitment Project ▶ Task Kanban/Gantt views to review Job Order tasks.

  • Job Order Details: Projects ▶ Tasks ▶ open Task form to view/edit Job Order fields.

  • Document Tracking: Documents ▶ Recruitment ▶ ▶ folder for accreditation and candidate docs.

Marketing:

  • Website Builder: Website ▶ Job Positions ▶ Create/Update Position records.

  • Marketing Automation: Marketing ▶ Campaigns ▶ Create Email/Messenger drip campaigns linked to Task stages.

  • Documents: Documents ▶ Recruitment ▶ Marketing Collateral folder.

Head of Recruitment:

  • Projects Dashboard: Projects ▶ Dashboard ▶ Filter by Template Type = Recruitment.

  • Surveys: Surveys ▶ manage Interview Checklists linked to Task descriptions.

Centralized Recruitment Team (CRT):

  • Projects Kanban: Projects ▶ All Projects ▶ select Recruitment Project ▶ Tasks ▶ Board view by Milestones.

  • Activities: Calendar ▶ Activities ▶ filter by “Next Activities” for daily screening reminders.

Documentation Team:

  • Documents App: Documents ▶ Recruitment ▶ auto‑generated folders per Task.

  • Automated Actions Setup: Settings ▶ Technical ▶ Automation ▶ Automated Actions (to monitor document reminders).

QMS Controls:

  • Document ID: QMS‑LLIR‑RFP‑V1.0

  • Version: 1.0

  • Approval: Head of Recruitment & AM

  • Revision History: logged in Odoo Studio change log; reviewed quarterly.

3. Odoo Implementation & Automation & Automation Odoo Implementation & Automation

3.1 Project Templates & Milestones

  • Create one Recruitment Template project per country, structured into four main milestones matching Article 182 and this integrated flow: Initiation, Preparation, Execution, Sourcing/Interview, plus Deployment.

  • Under each milestone, predefine tasks exactly as above.

3.2 Task Intake & Duplication

  • Automated Action: On creating a Task with Task Type = Job Order and no Project, execute Python to:

    for task in records:
    template = env['project.project'].search([('name','=',f'JO Template ({task.x_studio_country_of_deployment.name})')])
    proj_name = f"{task.partner_id.name} {task.name} ({task.x_studio_country_of_deployment.name})"
    new_proj = template.copy({'name':proj_name})
    task.write({'project_id':new_proj.id})

3.3 Custom Fields & Views

  • Project Fields: Country, Client, Account Manager, CRT Member(s), Timeline, Job Summary.

  • Task Fields: Task Type, Country of Deployment, Brief Summary, Target Date, Vacancy Details, Skills, Document Attachments.

  • Kanban: Group by milestones, swimlanes by country.

3.4 Document & Survey Integration

  • Documents App: auto‑create folder structure /Recruitment/<Project>/<Task> for all file uploads.

  • Surveys: embed interview checklists; on completion, trigger Automated Action to mark task done and advance stage.

3.5 Automated Notifications

  • Stage Change Actions: map each milestone’s entry to a mail.template and/or mail.activity.

  • Recurring Activities: daily applicant reviews, doc follow‑ups every 3 days.

  • Marketing Automation: drip email/Messenger sequences for applicant nurturing once screening task is created.

3.6 Conditional Logic & Security

  • Conditional Visibility: show NCLEX, IELTS, QVC fields only when relevant country is selected on task.

  • Record Rules: ensure AMs, CRT, DMW Officers see only tasks in their domain and stages.

3.7 Reporting & Dashboards

  • Pipeline Dashboard: counts by stage and country; SLA violations.

  • Performance Reports: avg. time per milestone, yield ratios (applications→deployments).

4. Close the Gaps & Continuous Improvement

  • Gap Analysis: this integrated flow ensures no orphaned steps; all procedures from intake through post‑deployment are captured.

  • Change Management: quarterly review sessions to update country templates and address regulatory changes.

  • User Feedback Loop: CRT and AM users submit enhancements via Helpdesk; prioritize in backlog.

  • Training Materials: maintain a living operations guide with screenshots and process notes.

End of Integrated Process Document.