Advanced AutoEntry Using Resume Parsing with Version 9 of PcHunter/Tempus Fugit Advanced AutoEntry © 2008 Micro J Systems, Inc.

What is resume parsing?  In a grammatical sense, parsing is defined as: To analyze syntactically by assigning a constituent structure To analyze syntactically by assigning a constituent structure  In the context of resume “parsing”, it is: Analyzing a resume to extract specific information about a candidate and populate that information into corresponding fields within a people record Analyzing a resume to extract specific information about a candidate and populate that information into corresponding fields within a people record

Advanced AutoEntry © 2008 Micro J Systems, Inc. How does resume parsing work?  A resume is uploaded from your computer to an online server  Within the server, the resume is converted to a format called HR-XML  The HR-XML version of the resume is downloaded back to your computer and used to create a people record

Advanced AutoEntry © 2008 Micro J Systems, Inc. What is HR-XML?  HR-XML is a group of formats adopted by an industry consortium to standardize the interchange of employee related data  When a resume is converted into an HR- XML format, information within the resume is placed into clearly defined and labeled areas so that it can be exported to create a database record

Example of an HR-XML formatted resume Advanced AutoEntry © 2008 Micro J Systems, Inc.

What can be parsed from a resume?  Candidate Name  Contact Information  Job Title  Current and Previous Employers  Educational Background  Relevant Skills  Other Keywords

Advanced AutoEntry © 2008 Micro J Systems, Inc. How to use Advanced AutoEntry  Advanced AutoEntry can be run in three different modes: Parse specific resumes selected from a browse document window Parse specific resumes selected from a browse document window Parse a single resume copied into the Windows clipboard Parse a single resume copied into the Windows clipboard Parse an entire folder of resumes Parse an entire folder of resumes

What file formats can be parsed?  Microsoft Word, all versions  Rich Text Files (RTF)  Corel Wordperfect, all versions  Adobe Acrobat (PDF)  HTML  XML  Text (TXT)  Microsoft Excel Advanced AutoEntry © 2008 Micro J Systems, Inc.

Parsing specific resumes  The following screen shots will show how to parse one or more resumes (without parsing the contents of an entire folder)  Resumes to be parsed must have been saved as files on your hard drive or server  Using this method, resumes that were sent as attachments must have the attachments saved to files before starting

Setting up your parsing key  If your system administrator has not set up your resume parsing key, the first time you try and run AutoEntry you will be prompted to enter the parsing key  This process is also covered within the following sequence of screen shots Advanced AutoEntry © 2008 Micro J Systems, Inc.

Start from the people screen

Advanced AutoEntry © 2008 Micro J Systems, Inc. Click on the People pull down menu

Advanced AutoEntry © 2008 Micro J Systems, Inc. Find the AutoEntry submenu

Advanced AutoEntry © 2008 Micro J Systems, Inc. Choose the Advanced AutoEntry option

Advanced AutoEntry © 2008 Micro J Systems, Inc. If your resume parsing key is not set up and you are not an administrator, you will see this:

Advanced AutoEntry © 2008 Micro J Systems, Inc. If your resume parsing key is not set up and you are an administrator, you will see this instead:

If you click yes from the previous screen, the parser key entry window will appear Advanced AutoEntry © 2008 Micro J Systems, Inc.

If you aren’t an administrator, or don’t have your resume parsing key  If you are not an administrator, contact your Micro J database administrator for help in setting up the resume parsing  If you are a database administrator but don’t have your resume parsing key, contact Micro J Systems

Once you have the resume parsing key you can also change it from administration Advanced AutoEntry © 2008 Micro J Systems, Inc.

From within the Administration screen, click on the Utilities pull down menu

Advanced AutoEntry © 2008 Micro J Systems, Inc. Find the Reserialization option from the menu

Advanced AutoEntry © 2008 Micro J Systems, Inc. Choose the Resume Parsing option from the Reserialization submenu

Advanced AutoEntry © 2008 Micro J Systems, Inc. Click on Change Key once the parser reserialization window appears

Advanced AutoEntry © 2008 Micro J Systems, Inc. Then click within the blank PID (Parser ID) field

Advanced AutoEntry © 2008 Micro J Systems, Inc. Type or paste your 28 digit resume parsing key (including dashes)

Advanced AutoEntry © 2008 Micro J Systems, Inc. Click the Save option when finished

Advanced AutoEntry © 2008 Micro J Systems, Inc. Once the key is saved close the window to exit

Once saved, the parsing key is linked to your datafile  All users logging into the same datafile can use the same parsing key  If you use multiple datafiles, the parsing key needs to be set up in each datafile  Any computer that is being used to parse resumes must have an internet connection Advanced AutoEntry © 2008 Micro J Systems, Inc.

After the parsing key is entered, you can return to the people screen and the AutoEntry menu

Advanced AutoEntry © 2008 Micro J Systems, Inc. You will notice a slight pause as the parsing account is verified

Advanced AutoEntry © 2008 Micro J Systems, Inc. To parse individual resumes click on the Add Document option

Advanced AutoEntry © 2008 Micro J Systems, Inc. Browse to the folder where your resumes are stored

Advanced AutoEntry © 2008 Micro J Systems, Inc. Once in the correct folder, find the resume you are looking for

Advanced AutoEntry © 2008 Micro J Systems, Inc. Once you’ve found the resume, highlight it

Advanced AutoEntry © 2008 Micro J Systems, Inc. Then click on the Open button

Advanced AutoEntry © 2008 Micro J Systems, Inc. You can parse this resume or select additional resumes

Advanced AutoEntry © 2008 Micro J Systems, Inc. To begin parsing, click on the Parse Resumes button

Advanced AutoEntry © 2008 Micro J Systems, Inc. You will see a confirmation dialog box with a time estimate. Click Yes to begin parsing the resume

Advanced AutoEntry © 2008 Micro J Systems, Inc. While the resume is being parsed you should see a screen like this one

Advanced AutoEntry © 2008 Micro J Systems, Inc. Once the parsing is complete you will see the Create Record screen

Advanced AutoEntry © 2008 Micro J Systems, Inc. You can make changes from this screen, or accept what is displayed. Click Create Record when done

Advanced AutoEntry © 2008 Micro J Systems, Inc. The confirmation screen displays the outcome of the parsing process

Advanced AutoEntry © 2008 Micro J Systems, Inc. You can double check the created record by looking it up

Advanced AutoEntry © 2008 Micro J Systems, Inc. If the person’s name was parsed correctly a lookup by last name should display the record that was just created

Advanced AutoEntry © 2008 Micro J Systems, Inc. If you look at the people notes of a parsed record you should see the entry “Record created by resume processing engine”

Parsing a resume from  You can parse a resume attached to an in one of two ways: Right click on the attached resume, choose the “Save as.. “ option, save the resume as a file and follow the steps in the previous slides to parse that document Right click on the attached resume, choose the “Save as.. “ option, save the resume as a file and follow the steps in the previous slides to parse that document You can open an attachment, select the entire document, then copy it to the clipboard and parse the resume directly from the clipboard (see the following slides) You can open an attachment, select the entire document, then copy it to the clipboard and parse the resume directly from the clipboard (see the following slides) Advanced AutoEntry © 2008 Micro J Systems, Inc.

Parsing from the clipboard  Open a resume attached to an . Within the resume: Press Ctrl + A to select the entire document Press Ctrl + A to select the entire document Press Ctrl + C to copy the selected information to the clipboard Press Ctrl + C to copy the selected information to the clipboard Within PcHunter/Tempus, open the Advanced AutoEntry window Within PcHunter/Tempus, open the Advanced AutoEntry window Click on the Paste from Clipboard option Click on the Paste from Clipboard option Create the Record Create the Record

Advanced AutoEntry © 2008 Micro J Systems, Inc. Parsing an entire folder of resumes  Instead of parsing individual resumes, you can choose to parse an entire folder of resumes  Only a folder of files can be selected, not folders that only contain other folders  When batch parsing resumes, only 4000 resumes at a time can be processed  Use the Bypass Confirmation screen option when batch processing resumes

Advanced AutoEntry © 2008 Micro J Systems, Inc. Open the Advanced AutoEntry window

Advanced AutoEntry © 2008 Micro J Systems, Inc. Choose the Add Folder option

Browse to the folder with your resumes and select it Advanced AutoEntry © 2008 Micro J Systems, Inc.

The file list will begin populating and you will see a screen like the one below Advanced AutoEntry © 2008 Micro J Systems, Inc.

By default, the Bypass Confirmation Screen option is not selected Advanced AutoEntry © 2008 Micro J Systems, Inc.

The Bypass Confirmation Screen Option  If you don’t select this option, you have to confirm the record creation on each parsed resume  Batch AutoEntry processing is not fully automated unless this box is checked  The trade-off is between “eyeballing” the records to be created and allowing the system to create the records unattended Advanced AutoEntry © 2008 Micro J Systems, Inc.

To fully enable automated batch processing, select the Bypass Confirmation Screen option

Advanced AutoEntry © 2008 Micro J Systems, Inc. The Discard Duplicates option  This option is only available when Bypass Confirmation Screen is checked  Because the duplicate checking is limited to first and last names, it may delete records that are not actually duplicates  Because of the prevalence of common first and last names, use the Discard Duplicates option at your own risk

Advanced AutoEntry © 2008 Micro J Systems, Inc. To avoid potential loss of records, uncheck the Discard Duplicates option

Advanced AutoEntry © 2008 Micro J Systems, Inc. When ready, click the Parse Resumes button

How long will the process take?  The time estimate screen assumes that roughly 10 resumes can be processed every minute (one every six seconds)  The actual processing speed may vary based upon your computer resources and the speed and quality of your internet connection Advanced AutoEntry © 2008 Micro J Systems, Inc.

Once you click Yes from the confirmation dialog box with the time estimate, parsing will begin

Advanced AutoEntry © 2008 Micro J Systems, Inc. The Create Record screen is bypassed and will be replaced by this screen as records are automatically created

Advanced AutoEntry © 2008 Micro J Systems, Inc. The confirmation screen shows the results for the entire batch of processed records

Advanced AutoEntry © 2008 Micro J Systems, Inc. If you look up one of the records identified as a possible duplicate, you will see this noted in the Highlight field

Advanced AutoEntry © 2008 Micro J Systems, Inc. Adding Datacodes automatically using Autocoder  AutoCoder is a function that allows you to automatically add datacodes to people records  AutoCoder can be used in conjunction with AutoEntry, or on a standalone basis by using the AutoCoder option from the People pull down menu

Advanced AutoEntry © 2008 Micro J Systems, Inc. How does AutoCoder work?  Keywords found in resumes that correspond to datacodes are identified and added into the Datacode Thesaurus as synonyms  When resumes are AutoEntered the datacode synonyms are identified and the corresponding datacodes are added to the records created from those resumes

Keycodes, Subcodes, and AutoCoder  Only datacodes that are defined in the system as keycodes can be autocoded  If you have subcodes that you want to be autocoded, they must be converted to keycodes first  Contact the Micro J Technical Support department for help in converting any subcodes to keycodes Advanced AutoEntry © 2008 Micro J Systems, Inc.

To add synonyms to a datacode, select that code from the datacodes screen in Administration

Advanced AutoEntry © 2008 Micro J Systems, Inc. Click on Modify Thesaurus to open the thesaurus window

Advanced AutoEntry © 2008 Micro J Systems, Inc. Click the Insert button to begin adding synonyms

Advanced AutoEntry © 2008 Micro J Systems, Inc. Enter the synonym in the blank field to the right

Advanced AutoEntry © 2008 Micro J Systems, Inc. Click Add to insert the new synonym

Advanced AutoEntry © 2008 Micro J Systems, Inc. For short synonyms and synonyms that are acronyms, you may need to check the Complete Phrase box to ensure codes are correct

The Complete Phrase check box  If a synonym is so short that it may be found embedded within another word, check the Complete Phrase box  A synonym entered as a phrase is only coded if the entire phrase is found, so checking Complete Phrase in this situation is unnecessary Advanced AutoEntry © 2008 Micro J Systems, Inc.

Once finished adding synonyms to a datacode, click on the Finished button

Advanced AutoEntry © 2008 Micro J Systems, Inc. Importing datacode synonyms  If you have enough synonyms to make it worthwhile, you can create a list of datacodes and matching synonyms that can be imported into your database  Contact the Micro J Technical Support department for help in creating and importing a list of synonyms

Advanced AutoEntry © 2008 Micro J Systems, Inc. Synonyms and the people notes section  Once datacode synonyms are set up, only keywords that have no matching synonyms will be inserted into the people notes section (which can be searched using DocSearch)  All keywords with matching synonyms will generate datacodes on the records that are created from the parsed resumes

Advanced AutoEntry © 2008 Micro J Systems, Inc. Skills extracted in People Notes vs. Datacodes generated from synonyms

Advanced AutoEntry © 2008 Micro J Systems, Inc. Resources  Following this training session you will receive a package containing: This PowerPoint presentation This PowerPoint presentation A spreadsheet that will help you set up a list of synonyms and match them to your datacodes A spreadsheet that will help you set up a list of synonyms and match them to your datacodes