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
AUTO/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)
A1.1.6 Access for the Recruitment Team through OCR Auto-Fill Functionality
Approval Matrix
SELECTION STAFF
Fill-up Applicant data
→
AUTO
Applicant ID + input date
→
RECRUITMENT STAFF
Upload applicant resume, auto-fills data
→
SELECTION STAFF - VERIFIER
Verify/Check 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
SECTION Pre-Deployment Documents Checklist v1.2Stage 3 ▾
This list serves as a quick reference. The actual document set may vary per Kumiai, trade, and visa category (TITP / SSW1 / SSW2). All documents are tracked under the KIROKU database with version control and expiry monitoring.
PHASE 1: Pre-COE Documents (PH Side)
OTIT Documents (TITP)
D1.1Technical Intern Training Plan
D1.2Application for Certificate of Eligibility (to Japan Immigration)
D1.3Trainee Employment Contract (JP/EN)
D1.4Trainee CV / Resume (translated)
D1.5Passport copy (data page)
D1.6Photo (white background, ICAO compliant)
MWO Documents
D2.1MWO Verification / Authentication
D2.2Employer Company Profile
D2.3Notarized Employment Contract
D2.4Job Order / Manpower Request from Kumiai
D2.5Special Power of Attorney (SPA)
DMW Documents
D3.1OEC (Overseas Employment Certificate)
D3.2Worker Information Sheet
D3.3Medical Certificate (PEME)
D3.4NBI Clearance
D3.5Birth Certificate (PSA)
D3.6Marriage Certificate (if applicable, PSA)
Contract & Training Records
D4.1Employment Contract - TITP / SSW1 / SSW2 variant
D4.2Training Attendance Records (9 modules)
D4.3Japanese Language Scores (weekly)
D4.4JLPT N5 Certificate
D4.5ESD-related Language Training Output
PHASE 2: Post-COE Documents (Final Deployment)
COE Receipt (from Japan)
D5.1Certificate of Eligibility (original, from Japan Immigration)
D5.2Kumiai endorsement letter
EOC / Exit Clearance
D6.1EOC Application
D6.2Updated OEC (issued post-COE)
D6.3DMW Clearance for Departure
D6.4Anti-Illegal Recruitment Seminar Cert
Visa Processing
D7.1Japanese Visa Application Form
D7.2Embassy Submission Receipt
D7.3Issued Japan Visa (stamped)
D7.4Passport with visa attached
Travel & Deployment
D8.1Air Ticket / Flight Itinerary
D8.2Travel / Health Insurance
D8.3Hotel Booking (if needed pre-flight)
D8.4PDOS Certificate (Pre-Departure Orientation)
D8.5Departure Checklist (final hand-off to trainee)
D8.6Emergency Contact Information Card
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
A3.1.6 Field for encoding the Job Order (JO) ID assigned to each applicant
A3.1.7 Job Order (JO) Monitoring Summary Table for encoder verification and tracking
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 Recruitment Agreement, Job Orders and Other MWO Requirements **%0hrs savings x 0pax ▾
Trigger
MWO Requirements, Kumiai Agreement, and Job Order Processing Prior to Trainee Deployment
System Features
A3.2.1 Recruitment Agreement expiry notification
A3.2.2 Job order expiry
A3.2.3 Job Order tracking and monitoring (Transaction Logs, JO Number, JO Balance, Status Updates)
A3.2.4 Centralized Document Monitoring
A3.2.5 Audit Trail and Activity Logs
Approval Matrix
AUTO
System Generated Alert / Notification
→
PROCESSING STAFF
Review and Validate JO / Agreement Details
→
MANAGER
Approval and Action Confirmation
→
AUTO
Email Notification and Status Update
Data Outputs
Expiry notification reports for Recruitment Agreements and Job Orders
Monitored Job Order status and balance reports
Transaction history and audit logs of JO activities
Automated email alerts for expiring or inactive Job Orders
Summary monitoring dashboard for active and pending requirements
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 Confirmation of Arrival, Placement, Worker Welfare and Status **%0hrs savings x 0pax ▾
Trigger
On worker arrival date in Japan — based on flight date & time, settle in until stable. Conduct weekly welfare scans based on scheduled post-deployment intervals (30/60/90 days) and random flagged cases.
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
A4.1.5 Automate monthly welfare surveys via Email/LINE, with responses directly integrated into the Kiroku database.
A4.1.6 Analyze worker sentiment and allow welfare officers to manually encode welfare survey results, incidents, and case-specific observations.
A4.1.7 Trigger escalation procedures for negative welfare signals and generate weekly welfare and worker status summary reports.
A4.1.8 Welfare History and Activity Logs
Approval Matrix
WELFARE OFFICER
Confirm Arrival, Welfare Status, and Encode Initial Findingse
→
HR STAFF/PROCESSING STAFF
Validate Placement and Worker Information
→
HR MANAGER
Review Welfare Status and Approve Escalation Actions if Needed
→
ACCOUNTING STAFF
Generate and Verify Billing/Invoice Processing
→
AUTO
System Notification, Report Generation, and Department Alerts
Data Outputs
Worker arrival and placement confirmation reports
Welfare monitoring and scheduled survey summaries
Worker sentiment analysis and flagged case reports
Incident, concern, and escalation monitoring logs
Weekly and monthly worker welfare status reports
Deployment and employer placement summaries
Invoice generation and billing status reports
Audit trail and activity history of worker status updates
Dashboard summary of active workers, welfare conditions, and pending cases
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 TITP Renewal (Ichigo, Sanggou) **%0hrs savings x 0pax ▾
Trigger
Renewal status of workers is monitored and updated.
System Features
A4.5.1 Automated status updates within the candidate profile for every renewal stage
A4.5.2 Document Deadline Monitoring
A4.5.3 Welfare & Compliance Monitoring
A4.5.4 Automated Alerts & Escalation
Approval Matrix
AUTO
Generate renewal notice and update candidate status
→
CANDIDATE
Submit renewal requirements and complete pending documents
→
PROCESSING STAFF / COORDINATOR
Review submitted documents and validate deadlines/completeness
→
WELFARE OFFICER
Review Weekly Summary
→
MANAGER
Review renewal summary, approve escalation actions, and monitor overall compliance
Data Outputs
Renewal Status Monitoring Report
Document Expiration & Deadline Report
Candidate Renewal Progress Tracker
Renewal Completion Analytics per Batch/Kumiai
For-Action and Follow-up Summary
Renewal Approval History & Audit Trail
✎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 Monitoring and update status of Ichigo, Sanggou
5OF 5
REDEPLOYMENT (ON HOLD)
Assess Personnel | Renew Contract | Next Country Postings
▾
+FUTURE — AUTOMATEDPlatforms: Gsheets + Web Portal + ODOO 19 + n8n
FUTURE PLAN A5.1 Reemployment Recruitment & Pooling Monitoring **%0hrs savings x 0pax ▾
Trigger
Contact end of contract workers to offer new job opportunities
System Features
A5.1.1 Automated Reemployment Monitoring
A5.1.2 Candidate Status & Availability Update
A5.1.3 Reemployment Tracking Summary
Approval Matrix
AUTO
Identify eligible returnees and generate contact reminders
→
PROCESSING STAFF
Contact former employees and update candidate response/status
→
RECRUITMENT
Evaluate interested candidates and endorse for processing
Data Outputs
Returnee Worker Monitoring Report
Reemployment Candidate Pool List
Contact & Follow-up Tracking Summary
FUTURE PLAN A5.2 Redeploy Employee - SSW 1 and SSW 2 **%0hrs savings x 0pax ▾
Trigger
TITP workers applying for SSW are automatically redirected to the requirements processing workflow, with status updates reflected in the system.
System Features
A5.2.1 Automatic renewal and monitoring of requirements with deadline notifications
A5.2.2 Real-time status update and tracking
A5.2.3 Creation of a dedicated SSW processing track
A5.2.4 Requirement completion monitoring
A5.2.5 Expiry and renewal alert system
Approval Matrix
AUTO
SYSTEM DETECT
→
--
--
→
SIR
SIR
→
KUMIAI
KUMIAI (NOTIFY)
Data Outputs
TITP to SSW conversion status
Deadline and notification logs
FUTURE PLAN A5.3 Redeploy to Other Countries **%0hrs savings x 0pax ▾
Trigger
End-of-contract workers eligible for overseas redeployment
System Features
A5.3.1 Redeployment Eligibility Monitoring
A5.3.2 Country & Employer Matching
A5.3.3 International Opportunity Tracking
A5.3.4 Returnee Talent Pool Database
Approval Matrix
AUTO
Identify eligible workers and available overseas opportunities
→
PROCESSING STAFF
update redeployment interest/status
→
RECRUITMENT
Match candidates to employers and conduct assessment
→
DOCS TEAM
Process requirements, visa, and compliance documents
→
MANAGER
Review and approve final redeployment clearance
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