厚生 This is Leo

Workflow Process Diagram — Future Processes vs. Current Processes

Pre-selection | Selection (Internal) | Pre-deployment Documents & Monitoring| Post-deployment | Status Welfare | Invoicing.

Active
Pending / Under Development / For Trial
Cross-Stage
Manual / Remain as is / For Future Plan
1OF 5
PRE/SELECTION
JO Line-up and Fill, Candidate Profiling & Line-up
▾
+FUTURE — AUTOMATEDPlatforms: Gsheets + Web Portal + ODOO 19 + n8n
FUTURE PLAN BX1.1 Applicant Website 0% HOLD0 hrs HOLD ▾
Trigger
Applicant enters and fills up application form and basic photos
System Features
A1.1.1 Self-input basic information and photos
A1.1.2 Triggers scheduled physical/online interview with applicant
A1.1.3 Save per page
A1.1.4 Auto-assign 'Applicant No'
A1.1.5 On applicant submission — blocks pipeline advancement until 100% complete
A1.1.6 Auto-rejection of expired or invalid documents
A1.1.7 FUTURE: Google Vision AI OCR extraction (propose then confirm)
Approval Matrix
AUTO
Assign Applicant No
→
APPLICANT
Fill up
→
RECRUITMENT OFFICER
Reviews and Approves
→
MANAGER
Reviews Summary
Data Outputs
AO1.1.1 Individual data profiles
AO1.1.2 Application rate per month %
AO1.1.3 Batch report/summary
AO1.1.4 Recruitment Analysis and Gaps
MANUAL A1.1 Input/Edit Application Form data As IsAs Is ▾
Trigger
Applicant submits an application form with documents
System Features
A1.1.1 Kizuna portal (Internal use only) - data entry input Applicant details
A1.1.2 Multi-user applicant profile access
A1.1.3 Visible data summary per applicant profile/per batch
A1.1.4 Visible data completeness summary per applicant profile/per batch
A1.1.5 Log notes (activity recording)
Approval Matrix
SELECTION STAFF
Fill-up Applicant data
→
AUTO
Applicant ID + input date
→
SELECTION STAFF
Edit/Update Applicant data
→
SELECTION OFFICER
Approves
→
AUTO
Notifies Selection Officer/Manager via email
→
MANAGER
Summary and Override
Data Outputs
AO1.1.1 Applicants Summary with input dates and info fields
AO1.1.2 Candidates profiles summary
AO1.1.3 Comments and activities history
FOR TRIAL A1.2 JO Fulfilment, Candidate Lineup, Schedule Interview Automate 80%1.5hrs savings x 5pax/day ▾
Trigger
Kumiai sends JO requests. Lineup (3x + 1 reserved) candidates based on profile requirements | Revise candidate lineup after Kumiai rejection | Revise candidate profile based on updated/wrong info | Edit JO request details; hotel stay; interview schedule
System Features
A1.2.1 Kizuna portal (Internal use only) - drag-and-drop applicant profiles
A1.2.2 Searchable Candidate data points, stages, manual candidate lineup inside each JO Card
A1.2.3 Expanded JO Card: includes Kumiai requests, trade test schedules, calendar, company trip and hotel stay and interview details
A1.2.4 Calendar Interview Schedule (Time/Blocking) & Smart Scheduling of auxiliary activities eg trade tests
A1.2.5 Auto-generate candidate profile pdf, trade test video links, click-email to Kumiai
A1.2.6 Drag-and-drop JO cards and profiles. Simple UI for updating
A1.2.7 Log notes (activity recording)
A1.2.8 Admin access - multi-period data, security, Kumiai and candidates management
A1.2.9 [FUTURE] Import data from Applicant website and Hoshi Recruit App
A1.2.10 Manual data entry of Candidate, JO, Interview Schedule data, status and stage
Approval Matrix
SELECTION STAFF
Candidate Profiles + JO Cards
→
SELECTION STAFF
Data Entry, Prepare Lineup
→
SELECTION OFFICER
Approves/Updates/Summary
→
AUTO
Notifies Team regarding dates/times via email
→
AUTO
Notifies Kumiai via email
→
MANAGER
Summary and Override
Data Outputs
AO1.2.1 JO Requests Summary with dates and info fields
AO1.2.2 Candidates profiles summary
AO1.2.3 JO-to-candidate lineup
AO1.2.4 Comments and activities history (log notes)
AO1.2.5 Calendar Schedule
✎CURRENT — TRADITIONALPAPER + EXCEL + GSHEET + EMAIL + PHONE
✕C1.1 Applicants walk-in the office. Submits Application forms and docs
✕C1.2 Front Desk Give Google Form and IQ Test. Check documents based on paper checklist
✕C1.3 Nurse Checks bio-measures.
✕C1.4 Applicant interview and Input Candidate Profiles in Porters.
✕C1.5 Assemble candidate list by manual sorting, from Porters. Email Candidate Profile to Kumiai
2OF 5
SELECTION
Trade Tests & Assessment | Interview | Confirm Candidate
▾
+FUTURE — AUTOMATEDPlatforms: Gsheets + Web Portal + ODOO 19 + n8n
MANUAL A2.1 Trade Tests Media and Data Points Inputs As IsAs Is ▾
Trigger
Trade Test media collected
System Features
A2.1.1 -
A2.1.2 -
A2.1.3 -
A2.1.4 -
Approval Matrix
IT STAFF
Collect Media
→
SELECTION OFFICER
Reviews
→
CLIENT MANAGER
→
Data Outputs
Curated shortlist with match scores
MANUAL A2.2 Online Interview/Selection As IsAs Is ▾
Trigger
Kumiai requests for online interview/selection process
System Features
A2.2.1 Same as current online interview process
A2.2.2 -
A2.2.3 -
Approval Matrix
SELECTION STAFF
Update candidate profile for 'Interview Type', complete profile data and trade test links
→
SELECTION OFFICER
Verify candidate lineup, fulfil Kumiai requests, until selected
→
KUMIAI
Evaluate & Select
Data Outputs
AO2.2.1 -
Overdue registration exception report
MANUAL A2.3 Physical Interview/Selection As IsAs Is ▾
Trigger
Kumiai requests for physical interview/selection process
System Features
A2.3.1 As is
A2.3.2 -
A2.3.3 -
Approval Matrix
SELECTION STAFF
Update candidate profile for 'Interview Type', complete profile data and trade test links
→
SELECTION OFFICER
Verify candidate lineup, fulfil Kumiai requests, until selected
→
KUMIAI
Evaluate & Select
Data Outputs
AO2.3.1 -
AO2.3.2 -
FOR TRIAL A2.4 Portal Selection **%0hrs savings x 0pax ▾
Trigger
Kumiai chooses candidate solely on Kizuna portal
System Features
A2.4.1 Password-protected portal page, link sent via email
A2.4.2 Multi-candidate profiles via side-by-side presentation
A2.4.3 -
Approval Matrix
SELECTION STAFF
Update candidate profile for 'Interview Type', complete profile data and trade test links
→
SELECTION OFFICER
Verify candidate lineup, fulfil Kumiai requests, until selected
→
KUMIAI
Evaluate & Select
Data Outputs
AO2.4.1 Portal - candidate profiles comparison page
✎CURRENT — TRADITIONALPAPER + EXCEL + GSHEET + EMAIL + PHONE
✕C2.1 Schedule candidates for trade tests. IT staff conduct and record trade tests. Edit media. Send media.
✕C2.2 Physical: Schedule the visit, hotel and vehicle service. Receive/Host the Kumiai and Company for selection trip
✕C2.3 Online: Schedule zoom call interview, inform candidates of schedule
✕C2.4 Update and consolidate Interview Calendar
✕C2.5 Upon selection, email Kumiai. Start language training and documents. Update Porters.
3OF 5
PRE-DEPLOYMENT
Pre-Deployment | Submit Documents | Kumiai Updates
▾
+FUTURE — AUTOMATEDPlatforms: Gsheets + Web Portal + ODOO 19 + n8n
IN DEVT A3.1 Candidate Status Update **%0hrs savings x 0pax ▾
Trigger
Kumiai approves selected candidate - becomes trainee
System Features
A3.1.1 Triggers COE-related documentation deadlines
A3.1.2 Triggers other deadlines for pre-deployment
A3.1.3 [Manual] Conduct/Attendance + monthly scores to Odoo worker profile
A3.1.4 Batch grouping engine (cohort management)
A3.1.5 Auto-syncs Batch and Workers readiness statuses
Approval Matrix
SELECTION STAFF
[Manual] Input selected candidates
→
SELECTION OFFICER
Approve
→
STAFF
Deadlines Alert
→
MANAGER
Deadlines Alert
Data Outputs
Jap Language score progression per trainee
Target deadline alerts
Batch readiness (training and documentation) % dashboard
Training-to-deployment conversion rate
IN DEVT A3.2 MWO certificate for Company **%0hrs savings x 0pax ▾
Trigger
When candidate is selected
System Features
A3.2.1 Automated progression summary
A3.2.2 -Auto-fill docs for MWO Certificate
-
Approval Matrix
AUTO
Auto Generate
→
TEACHER
Review
→
MANAGER
Approve
→
AUTO
Auto Email
Data Outputs
Email monthly Trainee Completion Report to Kumiai
Worker Per Kumiai/per Batch
Early warning flags for delayed trainees
FOR TRIAL A3.3 Generate Documents - Contract, Docs for COE **%0hrs savings x 0pax ▾
Trigger
On placement confirmation — auto-generates employment contract from System template
System Features
A3.3.1 Template engine — TITP / SSW1 / SSW2 contract variants
A3.3.2 Auto-populates worker, kumiai, wage, duration fields, and others
A3.3.3 PDF generation
A3.3.4 Version control — tracks all contract amendments
Approval Matrix
AUTO
System Generate
→
DOCUMENTS OFFICER
Check
→
TRAINEE
Check and sign
→
?KUMIAI
(?on hold for discussion)
Data Outputs
(70% complete) Contract draft for trainee
(Manual) Contract status tracker (from draft to signed to filed)
Ready contract archive in Odoo Docs
MANUAL A3.4 Receive COE - Generate Final Docs for EOC, visa, ticket **%0hrs savings x 0pax ▾
Trigger
On receipt of COE — auto-generates employment contract from Odoo template
System Features
A3.4.1 [Manual] Update EOC, Visa, Ticket statuses
A3.4.2 ?Auto-updates Kumiai?
A3.4.3 -
A3.4.4 -
Approval Matrix
TICKET OFFICER
[Manual] System status update
→
DEPLOY MANAGER
Check
→
MANAGER
(SIGN-OFF)
Data Outputs
Post-COE documents
Pre-deployment worker status tracker
✎CURRENT — TRADITIONALPAPER + EXCEL + GSHEET + EMAIL + PHONE
✕C3A.1 TRAINING PATH: Attend 9 modules. Record attendance sheets. Record weekly Japanese grades.
✕C3A.2 Email Kumiai with individual results monthly (4x per training period)
✕C3A.3 Prepare for JLPT N5 in the last month
✕C3A.4 Insert ESD-related language training requirements
✕C3B.1 DOCUMENTS PATH: Type and prepare OTIT Docs, MWO Docs, DMW Docs for COE
✕C3B.2 After COE, docs for EOC, visa, and air ticket
4OF 5
POST-DEPLOYMENT
Invoice Alert | Welfare | Document Expiry
▾
+FUTURE — AUTOMATEDPlatforms: Gsheets + Web Portal + ODOO 19 + n8n
IN DEVT A4.1 Confirm Arrival, Placement Welfare **%0hrs savings x 0pax ▾
Trigger
On worker arrival date in Japan — based on flight date & time, settle in until stable
System Features
A4.1.1 [Manual] Update worker's arrival status in Japan
A4.1.2 Triggers Invoicing draft in Accounting
A4.1.3 Sends update alert to respective staff (HR, Admin, Acctg)
A4.1.4 Version control — tracks changes
Approval Matrix
WELFARE OFFICER
update and approve
→
HR MANAGER
Alert
→
ACCOUNTING MANAGER
Alert
→
ADMIN STAFF
Alert
Data Outputs
Batch Status Summary
Invoice Summary
IN DEVT A4.2 Invoice Clients **%0hrs savings x 0pax ▾
Trigger
On confirmed arrival in Japan — auto-generates placement fee invoices | On monthly invoice dates - auto-generate invoice
System Features
A4.2.1 Fee calculation engine (per worker x rate x kumiai terms)
A4.2.2 Auto-invoice via Odoo Accounting module
A4.2.3 Receivables aging tracker with auto-reminders at 15/30/60 days
A4.2.4 Invoicing stops depending on worker status
A4.2.5 [Manual Input] Update/Revise invoice data such as dates, amounts
A4.2.6 Escalates issues/alerts to Manager, gives a Weekly Summary
Approval Matrix
AUTO
Auto Generate
→
ACCOUNTING OFFICER
Check Invoice
→
ACCOUNTING MANAGER
Approve Invoice
Data Outputs
Missed Invoice and Invoice statuses
Revenue Summary per kumiai / per trade / per month
Outstanding receivables aging report
Placement fee forecast vs. actuals
IN DEVT A4.3 Get Client Feedback on Worker Performance **%0hrs savings x 0pax ▾
Trigger
Annually or Bi-annual performance and attendance evaluation from Kumiai or client
System Features
A4.3.1 Fill up Evaluation Sheet in email and auto-fills Kiroku database
A4.3.2 Tiered alert grading (green, amber, red, critical
A4.3.3 Escalates issues/alerts to Manager, individually or by batch. Gives Weekly Summary
A4.3.4 Upon Mgr approval, Welfare Officer contacts worker for performance feedback
Approval Matrix
AUTO-EMAIL
Auto-send Evaluation in Email
→
KUMIAI
KUMIAI answer and confirm
→
MANAGER
Review Summary
→
WELFARE OFFICER
Review Summary/Update Worker Profile
Data Outputs
Performance Evaluation Sheet
Worker Performance dashboard
Tiered grading Workers summary
IN DEVT A4.4 Document Expiry Alerts **%0hrs savings x 0pax ▾
Trigger
Weekly scans — flags documents expiring within 90/60/30/15 days
System Features
A4.4.1. KIROKU monitors all doc types: visa, passport, COE, insurance
A4.4.2. Tiered alert severity (green, amber, red, critical)
A4.4.3. Auto-emails to responsible parties with renewal instructions
A4.4.4. Escalates issues/alerts to Manager, individually or by batch. Gives Weekly Summary
Approval Matrix
AUTO
Odoo Action 24/7
→
DOCU OFFICER
for action
→
HR MGR
Review Weekly Summary
Data Outputs
Expiry calendar report — next 90 days
Compliance rate report - per Kumiai
IN DEVT A4.5 Worker Welfare and Status **%0hrs savings x 0pax ▾
Trigger
Weekly Scans based on scheduled intervals (30/60/90 days post-deployment) + random flags
System Features
A4.5.1 Automated monthly welfare survey via email/LINE, delivered to Kiroku database
A4.5.2 Analyze worker sentiment from worker responses
A4.5.3 [Manual Input] Welfare officer fills up welfare survey and incidents on specific workers
A4.5.4 Triggers escalation on negative signals. Weekly Summary on welfare and worker status
Approval Matrix
AUTO-SEND
Auto-send Survey
→
KUMIAI
Answer Survey
→
WELFARE OFFICER
Review and Noted, for action
→
MANAGER
Review Weekly Summary
Data Outputs
Welfare report per worker / per Kumiai
Early warning flags/reports for at-risk workers
For-Action List Summary
✎CURRENT — TRADITIONALPAPER + EXCEL + GSHEET + EMAIL + PHONE
✕C4.1 Confirm arrival in Japan and entry to company
✕C4.2 Acctg staff make and send invoice clients
✕C4.3 Welfare Officer check worker welfare and status
✕C4.4 oo
✕C4.5 oo
5OF 5
REDEPLOYMENT (ON HOLD)
Assess Personnel | Renew Contract | Next Country Postings
▾
+FUTURE — AUTOMATEDPlatforms: Gsheets + Web Portal + ODOO 19 + n8n
FUTURE PLAN A5.1 Document Expiry Alerts **%0hrs savings x 0pax ▾
Trigger
Daily scan — flags documents expiring within 90/60/30/15 days
System Features
A5.1.1 KIROKU monitors all doc types: visa, passport, COE, insurance
A5.1.2 Tiered alert severity (green, amber, red, critical)
A5.1.3 Auto-emails to responsible parties with renewal instructions
Approval Matrix
AUTO
KIROKU 24/7
→
--
-- (ACTION)
→
SIR
SIR (CRITICAL ONLY)
Data Outputs
Expiry calendar heatmap — next 90 days
Zero-lapse compliance rate per kumiai
FUTURE PLAN A5.2 Redeploy Person - SSW Upgrade or Other Countries **%0hrs savings x 0pax ▾
Trigger
Finishing contract in 90/60/30 days
System Features
A5.2.1 SSW-specific regulatory timeline engine
A5.2.2 Assess worker's performance, attend checkups and trade tests
A5.2.3 Update personal bio-data via Worker ID and database
A5.2.4 Auto-escalation: staff, Mgr, CEO, Kumiai notification
A5.2.5 Government portal submission tracking
Approval Matrix
AUTO
SYSTEM DETECT
→
--
--
→
SIR
SIR
→
KUMIAI
KUMIAI (NOTIFY)
Data Outputs
Visa status distribution (active / expiring / at-risk)
Escalation response time metrics
✎CURRENT — TRADITIONALPAPER + EXCEL + GSHEET + EMAIL + PHONE
✕C5.1
✕C5.2
✕C5.3
✕C5.4
✕C5.5
∞
PIPELINE STALL DETECTION (DO NOT READ- ON HOLD)
Monitors all 5 stages for bottlenecks exceeding SLA thresholds
▾
System Features
SLA timer per pipeline stage (configurable per kumiai)
Auto-escalation when candidate stalls at any gate beyond threshold days
Bottleneck visualization — identifies systemic slowdowns
Approval Matrix
AUTO
SYSTEM SCAN
→
OFFICER
Update & Approve
→
MANAGER
Review & Override
Data Outputs
Avg days per stage — actual vs. target
Deployment cycle time (target: 4 months from intake to arrival)
Stall frequency heatmap by stage and kumiai
5 to 4 mo
Cycle Compression
Avg deployment intake to arrival
24/7
Autonomous Monitoring
vs. manual monitoring
XX
Automated Processes
P1-P6 live, P7-P14 in build
25x
ROI Target
Revenue capture + cost savings
KOSEI Intelligence — Workflow Process Diagram v1.1 — Confidential