Digital Recruitment: Designing the Use of Opensource ERP System in
Optimizing SMEs’ Hiring Process
H. Panduwiyasa
1
, G. D Malik
2
, Yopi Yuda Febrian
3
and Warih Puspitasari
4
1
Industrial Engineering, School of Industrial and System Engineering, Telkom University, Bandung, Indonesia
2
Telecommunication Engineering, School of Electrical Engineering, Telkom University, Bandung, Indonesia
3
Information System, School of Applied Science, Telkom University, Bandung, Indonesia
4
Information System, School of Industrial and System Engineering, Telkom University, Bandung, Indonesia
Keywords:
Recruitment, Enterprise Resource Planning, Culinary SMEs, System Design, OpenBravo.
Abstract:
Along with technological developments and the post-COVID-19 pandemic, competition for small and medium
enterprises (SMEs) to get the best talent from candidates has intensified. The recruitment process can be ex-
pensive and time-consuming, often requiring a lot of trial and error, research and communication. To optimize
the recruitment process, especially for small and medium enterprises (SMEs), an Enterprise Resource Plan-
ning (ERP) system can be used as a centralized platform to store data and manage different functions. While
ERP systems offer many advantages, they can be expensive and require a lot of resources to set up. This
study aims to design an open-source ERP system as a solution to the problem of high costs and to optimize
the digital recruitment process of the culinary sector of small and medium enterprises (SMEs). This research
will involve designing an ERP system using OpenBravo using a block system as a system design prototype.
The results of this study will provide insight into the potential of an open-source ERP system to optimize the
digital recruitment process for SME business processes in the culinary sector.
1 INTRODUCTION
The culinary sector is a vibrant and ever-evolving
industry that is home to a wide variety of small
and medium sized enterprises (SMEs) (Fathurrach-
man et al., 2021). These SMEs are the backbone of
the business sector, providing a range of services and
products to customers and creating jobs for local com-
munities. Despite the challenges posed by the pan-
demic, the resilience of these SMEs has been remark-
able. One of the key challenges faced by SMEs in
the culinary sector is recruitment (Panduwiyasa et al.,
2021b). Finding the right staff to fill roles is essential
for the success of any business, and SMEs must be
able to identify and recruit the appropriate people for
the job. This can be a difficult and time-consuming
process, but it is essential for the success of any SMEs
(Panduwiyasa et al., 2021a).
Digital recruitment has become increasingly pop-
ular among employers as it enables them to access
a larger pool of potential candidates and communi-
cate with them effectively and efficiently (Chofreh
et al., 2016). At the same time, the use of enter-
prise resource planning (ERP) systems has become
increasingly common among small and medium-sized
enterprises (SMEs) in the culinary industry (Termi-
nanto et al., 2017). SMEs in the culinary industry
are particularly reliant on ERP systems to manage
their operations, from inventory management to fi-
nancials. However, ERP systems can be costly and
resource-intensive to set up, making them inaccessi-
ble for SMEs. The proposed open-source ERP system
will provide a low-cost solution to this problem and
enable SMEs to take advantage of the digital recruit-
ment process (Bayu et al., 2019; Erkut, 2018).
2 LITERATURE REVIEW
2.1 Culinary SMEs
According to (Panduwiyasa et al., 2021a), Culinary
SMEs (Small and Medium Enterprises) is a group of
businesses that specialize in the production of food
and beverage products, such as restaurants, catering
262
Panduwiyasa, H., Malik, G., Febrian, Y. and Puspitasari, W.
Digital Recruitment: Designing the Use of Opensource ERP System in Optimizing SMEs’ Hiring Process.
DOI: 10.5220/0012447900003848
Paper published under CC license (CC BY-NC-ND 4.0)
In Proceedings of the 3rd International Conference on Advanced Information Scientific Development (ICAISD 2023), pages 262-268
ISBN: 978-989-758-678-1
Proceedings Copyright © 2024 by SCITEPRESS – Science and Technology Publications, Lda.

companies, bakeries, and food processing companies.
These businesses typically employ fewer than a hun-
dred people and have an annual turnover of less than
100 million rupiahs. Small and medium enterprises
(SMEs) in the culinary sector in Indonesia has grown
significantly in terms of both the number of busi-
nesses and the number of employees (Wu and Chen,
2020). The sector has also become increasingly im-
portant for the Indonesian economy, contributing to
economic growth, job creation, and poverty reduction
(Baker and M.Yusof, 2016).
Culinary SMEs in Indonesia is parted into four
major sectors, respectively (Bayu et al., 2019; Rashid
et al., 2002; Panduwiyasa, 2022);
1. Traditional Food SMEs
Traditional street food sector is one of the most
important components of the Indonesian culinary
sector. This sector is highly competitive and typ-
ically consists of small vendors selling snacks,
such as satay, bakso (meatball soup), and nasi
goreng (fried rice). These vendors are usually
family-run businesses, and they are often found
in urban areas.
2. Restaurant SMEs
Restaurant is another important component of the
Indonesian culinary sector. This sector is dom-
inated by small and medium-sized restaurants,
which offer a variety of cuisines, from traditional
Indonesian dishes to international fare. These
restaurants are typically family-owned and oper-
ated, and they often specialize in a particular type
of cuisine.
3. Catering SMEs
Catering sector is dominated by small and
medium-sized companies that provide catering
services for events such as weddings, corporate
functions, and other special occasions. These
companies typically specialize in a particular type
of cuisine, and they often offer a wide range of
services, from food preparation to event planning.
4. Processed Food SMEs
Processed Food SMEs is dominated by small and
medium-sized companies that process and pack-
age food products, such as spices, sauces, and
snacks. These companies typically specialize in
a particular type of food product, and they often
offer a wide range of services, from food process-
ing to packaging.
2.2 Recruitment Process Cycle
Recruiting the right people for culinary SMEs is es-
sential for success. This will ensure that the SME has
the right people in the right roles and can achieve its
goals (J. G. Antunes and Pinheiro, 2020). The recruit-
ment process in culinary SMEs usually starts with the
SME owner or manager outlining the job specifica-
tions. According to (Alansaari et al., 2019) there are
several steps to fulfill the recruitment process:
Figure 1: This caption has one line so it is centered.
Based to Figure 1, there are seven steps to fin-
ish the recruitment process in Human Resource Life
Cycle, which can be describe respectively (Alansaari
et al., 2019; Elgohary, 9 07):
1. Vacancy
Job vacancies are the first step of any recruitment
process. Vacant positions in culinary SMEs can
refer to positions such as chef, cook, wait staff,
and other kitchen positions. These positions are
often filled by experienced candidates who have
the knowledge and skills to help SMEs grow and
succeed. The exact requirements for each position
may vary depending on the needs of the business.
2. Identification
It is necessary to identify in the process of manag-
ing job vacancies that are opened with the needs
of employees sought by SMEs in the recruitment
process, including making a list of job descrip-
tions, requirements, certifications, due dates, etc.
3. Advertise and Publication
After all the requirements and job descriptions
have been designed and matched with the SME’s
business needs, job advertisements or publica-
tions are then created on various social media and
recruitment channels to attract candidates with the
right expertise.
4. Collection
Once the job advertisement has been created
and posted on various social media and recruit-
ment channels, the Small and Medium Enterprise
(SME) can begin to review and assess the applica-
tions received. In collecting application, it needs
Digital Recruitment: Designing the Use of Opensource ERP System in Optimizing SMEs’ Hiring Process
263

approximately one weeks or based to the number
of candidate that SMEs need to accept.
5. Evaluation
Small and Medium Enterprise (SME) can begin
to review and assess the applications received.
This includes reviewing resumes, conducting in-
terviews, and conducting background checks. The
SMEs should also consider the applicant’s quali-
fications, experience, and skills to ensure they are
the right fit for the job. The SME should also take
into account the requirements and job descriptions
that have been designed and matched with their
business needs.
6. Acceptance
After the selection process is complete, the SME
can then make a job offer to the successful can-
didate. This job offer should include the job ti-
tle, salary, and any other benefits that may be in-
cluded.
7. On-Boarding
SME should also provide the candidate with an
overview of the job duties and expectations. Once
the job offer is accepted, the SME can then begin
the onboarding process for the new employee.
2.3 Enterprise Resource Planning
(ERP)
Enterprise Resource Planning (ERP) is a digital en-
terprise system that facilitates the management of
the integration of all departments, processes, and
functions within an organization (
¨
Ozkarabacak et al.,
2014; Panduwiyasa et al., 2022). It allows organiza-
tions to manage their core business functions, such
as financials, inventory, production, human resources,
and supply chain, among other activities (Hwang and
Min, 2015). ERP systems enable organizations to
manage their data in real-time, providing a compre-
hensive view of the entire business across multiple
locations. Furthermore, ERP systems automate pro-
cesses, reduce manual labor, and improve accuracy
and efficiency. ERP systems also provide organiza-
tions with the ability to make better decisions, reduce
costs, and increase profits (Ruivo et al., 0 05). Addi-
tionally, ERP systems allow for greater collaboration
among departments and help to improve customer ser-
vice. ERP systems are an important tool for organiza-
tions to manage their data and processes and improve
their overall performance (Wier et al., 2007).
2.4 OpenBravo
OpenBravo is an open source enterprise resource
planning (ERP) software solution that provides busi-
nesses with a comprehensive suite of tools to man-
age their operations. It is designed to be highly cus-
tomizable and is used by companies of all sizes, from
small businesses to large enterprises (G
´
omez-Llanez
et al., 2020), Main advantages of OpenBravo is its
flexibility scalable and open-sources, meaning that it
can be used to manage small businesses as well as
large enterprises without any cost (Panduwiyasa et al.,
2021b). OpenBravo also provides a wide range of
customization options, allowing businesses to tailor
the system to their specific needs [21]. The latest ver-
sion of OpenBravo nowadays is the version of 22Q3
or OpenBravo 3.0 (Christianto, 2022).
3 METHODOLOGY
According to (Panduwiyasa et al., 2021a) Quickstart
is a comprehensive method to adopting and imple-
menting ERP system that helps businesses quickly
and efficiently get up and running with the software,
as presented in Figure 2. It is designed to help small
and medium businesses maximize their return on in-
vestment by reducing the time and effort required
to get the most out of their ERP system implemen-
tation (Fathurrachman et al., 2021). Originally, the
Quickstart methodology was a development method
for Open ERP that can be adopted by any other type
of ERP system, including OpenBravo. The method-
ology focuses on four key areas (Panduwiyasa et al.,
2021a):
Figure 2: Quickstart Methodology for ERP Development.
1. Kick off Call
This phase involves a ‘call’ or preparation be-
tween the customer and the implementation team
to discuss the project scope and timeline. Dur-
ing this call, the customer and the implementation
team will discuss the project objectives, timeline,
and any other important details.
2. Analysis
The analysis of the existing business processes is
an important step in the implementation of the
ICAISD 2023 - International Conference on Advanced Information Scientific Development
264

OpenBravo e-recruitment system. This analysis
will provide a comprehensive understanding of
the needs of Culinary Sector SMEs and allow for
the customization of the module to meet their spe-
cific requirements. The GAP analysis will also
provide insight into the areas of improvement that
need to be addressed in order to ensure successful
implementation of the system. The results of the
analysis will be used to develop a plan of action
that will address the identified issues and ensure
that the system is implemented effectively and ef-
ficiently.
3. Configuration
The configuration process is a crucial step in the
system implementation process. It involves cus-
tomizing the system to the company’s data and
needs, as well as migrating data from the previ-
ous system. This is followed by training the client
to ensure that they are able to use the system cor-
rectly. This step is essential to ensure that the sys-
tem is able to meet the company’s requirements
and that the client is able to use it effectively.
4. Production
After the installation, configuration, and testing
are complete, the design can be finalized. This in-
volves making any necessary changes to the sys-
tem to ensure that it meets the specifications of
the design. Once this is done, the system can be
deployed and used.
In this research, the method process was only car-
ried out up to the configuration stage. Based to the
limitation of this research to design e-recruitment sys-
tem of culinary SMEs, the production phase and sys-
tem testing of quality assurance were carried out in
separate studies.
4 RESULT AND DISCUSSION
4.1 Kick-Off Call
At this stage of the research process, the needs of the
study must be identified. This requirement is used
to initiate the project implementation. This stage in-
volves Strategic Planning and Goals Determination.
Strategic Planning involves the identification of all as-
pects of the research, as well as the methodology that
will be employed. This is important as it allows for
the ERP development is able to be conducted in a sys-
tematic and efficient manner.
From Table 1, ABM Culinary SMEs (name sup-
pressed) does not yet have a recruitment system that
Table 1: Strategic Planning of ERP Implementation.
Environment Development Basic Con-
cept
In the end-to-end
recruitment pro-
cess of Culinary
SMEs Employee,
the system is not
integrated with
each other depart-
ment, there are no
specific informa-
tion system used
in the existing
recruitment pro-
cess except excels
and paper-based
documents
Develop
and cus-
tomize
the ERP
system
Recruit-
ment and
Employee
module
with Open-
Bravo 3.0
application
Enterprse
Resoure
Planning
Recruit-
ment, Em-
ployee (On-
boarding)
Open-
Bravo Tech
and Func-
tionality
Quickstart
Methodol-
ogy
is integrated with the Personnel Department, nor is
there an integrated database that can accumulate all
candidate data. Since the process of assessing can-
didate CVs and interview sessions is time-consuming
and expensive, all systems must be digitized. There-
fore, this research designs the integrated ERP system
for e-Recruitment process with OpenBravo 3.0.
4.2 Analysis
The Analysis stage of the ABM Culinary SMEs e-
recruitment process focuses on the identification of
business requirements and needs, as well as on per-
forming a gap analysis and creating use cases and
block system diagrams. The output of this stage is
presented in the form of a table that contains defini-
tions of the needs of the SMEs, the features that need
to be customized in the module to be implemented.
Furthermore, the authorization of each user who will
use the e-recruitment modules is to be analyzed, and
a block system diagram will be used to describe the
entire flow of the e-recruitment process.
1. Business Requirement Analysis
To identify and determine the current business
needs and requirements of SMEs can be described
as Table 2.
Table 2: Business Requirements of SMEs System ERP.
System Application Data/Information Product
System
that able
to integrate
the infor-
mation of
recruitment
process to all
responsible
employee
ERP
System
that user
friendly
and eco-
nomic
Producing integrated
and real-time infor-
mation to control the
end-to-end recruit-
ment process and
be able to produce
candidate assessment
and evaluation re-
ports
Providing a reliable
recruitment system
to process SME
employee candidate
selection activities
and submit com-
prehensive reports
effectively and effi-
ciently
Digital Recruitment: Designing the Use of Opensource ERP System in Optimizing SMEs’ Hiring Process
265

Based on the results of a business needs analy-
sis of ABM’s culinary Small and Medium Enter-
prises (SMEs), it was identified that the existing
system of the SMEs had not implemented any in-
formation systems or application programs that
could assist in the digitalization of the recruitment
process. The SMEs still use conventional pro-
cesses, including recording data using Excel and
paper-based evaluation reporting.
2. Gap Analysis
Gap analysis is an important tool for businesses
to identify the difference between their cur-
rent/existing state and their desired/target state.
It is especially important for small and medium-
sized enterprises (SMEs) in the culinary sector, as
they often lack the resources and expertise to ef-
fectively recruit and retain employees. In this re-
search, we can identify the disparity between the
two condition as follows of Table 3.
Table 3: Gap Analysis of ERP Implementation.
Activity Ideal State Ideal State
Data
Collec-
tion
The SMEs re-
cruitment system
must be digital-
ized and accept
candidate data
in form of pdf
that sent to ERP
website
The current state
of the SMEs re-
cruitment system
is using physi-
cal documents
to archive and
accept candidate
data
Interview
Schedul-
ing
The schedule
interview can
be automated
in ERP system
and integrated
to the candidate’
WhatsApp or
Email
The process to
schedule and de-
termine the in-
terviews is done
via telephone, or
SMS
CV
Screen-
ing
CV screening
must be simpli-
fied by send it
to ERP website
without physical
document
CV screening
with physical
documents and
conventional
email sending is
time consuming.
Evaluation Evaluation can
be automated
by ERP and the
threshold score
can be set in the
ERP system
Evaluation are
manually cal-
culated and the
selection are
ambiguous
3. Use Case Diagram
Based on Figure 3, it is evident how the use case
Figure 3: Use Case Diagram of Recruitment and Hiring Ac-
tivity.
works and the activities that can be completed by
the candidate, ERP system admin and employer.
The candidate, as a job applicant, is able to log
in, open the dashboard and apply to the ERP web-
site by uploading their CV. The employer has the
authority to log in, open the dashboard, post jobs
and check CVs with admin permission. The ad-
min is able to carry out control activities such as
checking candidate data, sorting, report printing,
etc.
4. Block System
Figure 4: Block System Diagram of Recruitment Process.
Based on Figure 4, the system process starts
with candidates submitting job applications to the
ERP-based digital recruitment website owned by
SMEs. The recruitment/assessment team then
screens the CVs or portfolios updated in real-time
when the candidate successfully submits an ap-
plication. After the CV screening process and
candidate selection are complete, the Openbravo
ERP system is scheduled by the SMEs internal
party. This scheduling activity is automatically
integrated with the candidate’s email. The assess-
ment and assignment process are then carried out
by internal parties/recruiters based on the results
of interviews and ability tests conducted by both
parties. If the candidate is suitable and meets the
requirements of business needs with satisfactory
results, the recruitment process continues to the
acceptance and on-boarding stages.
4.3 Configuration and System Design
The configuration and system design of OpenBravo
ERP is based on a three-tier architecture, with a user
interface layer, a business logic layer, and a database
ICAISD 2023 - International Conference on Advanced Information Scientific Development
266

layer. The user interface layer provides the graphical
user interface (GUI) for the system, while the busi-
ness logic layer contains the business rules and logic
used by the system. The database layer contains the
data used by the system. Since configuration of the
system is designed to be customizable and extensible,
it allows the users to tailor the system to their specific
needs.
1. System Architecture Design
Figure 5: System Architecture.
Based to the Figure 5, during the system config-
uration and design stage, which is a part of the
QuickStart methodology, it was discovered that
the OpenBravo ERP system was able to man-
age the information sent by candidates via the in-
ternet, encrypting it with a firewall and storing
it on the OpenBravo database server. The sys-
tem will automatically recapitulate the data based
on the OpenBravo template and can be extracted
into PDF or Excel format when it is requested by
administrators or employees who need to access
candidate data for selection and assessment. This
process is secure and reliable, profviding an effi-
cient way to manage the data and ensure it is used
in an appropriate manner.
2. OpenBravo Database Management System
Figure 6: SDatabase Management in OpenBravo.
Figure 6 illustrates the flow of OpenBravo
database and web server management, starting
from both candidate and admin users operating
OpenBravo ERP through a browser. OpenBravo
ERP is a cloud-based system which helps in au-
thenticating and managing the incoming data.
This ensures that the latest data regarding changes
in structured information from both the candidate
and admin/employer sides is always up-to-date
and easily accessible. OpenBravo database also
has an embedded analytics engine that provide
users to analyze data and make better decisions.
This engine provides real-time insights into the
data stored in the data warehouse which can be
used to gain insights into trends and patterns.
5 CONCLUSIONS
ABM Culinary SMEs require an integrated informa-
tion system that can automate the recruitment process
digitally and manage candidate data to reduce costs,
time, and effort from the iterative process of select-
ing, assessing, and adjusting data. From the prob-
lems mentioned in the research, it can be concluded
that by implementing the Enterprise Resource Plan-
ning System, the SMEs can overcome the constraints
and business needs of the company by replacing the
entire data management process in recruitment activ-
ities, which was originally based on paper, into digi-
tal form. ERP implementation using OpenBravo for
ABM SMEs provides benefits by ensuring the secu-
rity of candidate data, the suitability of data when pro-
cessed, and the reliability of the system in processing
information during the candidate assessment process
tends to increase, evidenced by the system’s ability
to provide convenience to recruiters with assessment
forms that can be tailored to company needs. In the
development of the OpenBravo system, the Quick-
start methodology was used to shorten the installa-
tion time and minimize the complexity of the ERP
system, which tends to be unnecessary. The develop-
ment of an ERP system for SME Recruitment is able
to synergize the needs of the application process car-
ried out by internal parties with candidates directly
through the same web Recruitment channel, so that
SMEs no longer need to create dashboards or rent
other platforms to manage data applications made by
candidates as external parties of the SMEs.
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