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E-Recruitment: Improving HR Systems for Efficient Hiring

Discover the benefits of e-recruitment for both candidates and recruiters. Streamline the hiring process, automate administrative tasks, and save costs with LumesseTalentLink software.

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E-Recruitment: Improving HR Systems for Efficient Hiring

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  1. cyflwyniad i E-RecriwtioE-Recruitment introduction Darren Sidell SwyddogDatblygu System AD HR Systems Development Officer AdnoddauDynol Human Resources DyddIau, 30 Awst 2012 Thursday, 30 August 2012

  2. What is e-Recruitment (1)? • An online service for potential candidates to: • Search for jobs • View job details • Apply for jobs • Monitor progress of their application • Arrange interviews • Receive & accept offer • On-boarding • Give feedback

  3. What is e-Recruitment (2)? • An online service for recruiters to: • Build a vacancy • Approve a vacancy • Advertise a vacancy • Links with Job Boards • Facebook / Twitter etc • Monitor applications • Shortlisting • Arranging interviews • Making appointments • On-boarding • And so much more…..

  4. What e-Recruitment is NOT…!! • A direct replacement for e-Work • Although it will replace the Post Authorisation process for all advertised posts (at first)

  5. Why do we need e-Recruitment? Current Process

  6. Why do we need e-Recruitment? • Between 250-300 advertised posts a year • ~5000 applications • ~1000 application packs sent out • ~£250k advertising costs

  7. Why did we need e-Recruitment? Future Process ? All steps ine-Recruitment

  8. Summary of objectives • Eliminate inefficiencies in our current processes and systems • Automate parts of the process to reduce administrative burden on staff • Create a positive candidate experience. • Shorten time-to-hire and time to offer acceptance to ensure highest quality hires • Reduce our advertising spend • Reduce reliance on agencies for both permanent and temporary hire through the use of talent pools. • Future proof our recruitment processes against technical / social developments • Improve recruitment metrics and HR data quality. • Automate reporting processes and collect detailed management information. • Offer the potential for collaboration or shared services with other HE institutions or even organisations outside the sector. • Widen the candidate pool to ensure top quality appointments

  9. LumesseTalentLink • Software as a service • Cloud computing • Configured service to our requirements • Multilingual • Configurable post-implementation

  10. How can TalentLink help? • Standardise • Templates for Job Descriptions / Person Specifications • Templates for Adverts • Templates for Application Forms • Remove duplication • Automation • Real-time applications monitoring • Equality monitoring • Fully Bi-lingual Service • Filter questions / Auto scoring • Talent pools

  11. What about Paper applications? • Continue to accept paper applications for all types of posts for accessibility reasons. • Applications will be scanned and uploaded

  12. Demo 1:A quick look at jobs.bangor.ac.uk

  13. Approval Process Workshops • Focus onJob Approval Process • Not driven by failures

  14. Process Transformation • Moved from sequential toparallel approvals • Multiple Processes Transformation

  15. Approvals • College / School / Department Recruiter approves by submitting the job requisition • Exec Approval first • HR / Planning / Finance process in parallel • NB: Rejected does not mean Rejected!! • Once fully approved, Contract details are locked but other information can be edited if necessary.

  16. Types of Users • Standard Roles: • College / School / Department Recruiters • Exec Approvers • HR / Planning / Finance Approvers • HR Officers • HR Recruiters • Panel Members • Other Roles (for special cases): • College / School / Department Job Creator • College / School / Department View only

  17. College / School / Department Recruiter Actions • Create Job Requisitions • Submit Job Requisitions for approval • Edit Job Requisitions • Approving advert costs – Via internal messaging system • Requesting Panel members to be set up • Liaise with HR Recruiters • Monitor applications • Communicating with Panel members • Action the shortlist in the system • Completing the appointment form for the successful candidate

  18. First steps… • Identify vacancy / new post • Think about Job Title, Role Profile / Grade, Contract dates, Reporting Lines, Funding etc • Use templates to build Job Descriptionand Advert text • Login to TalentLink • Create new Job requisition • Begin filling out form • Either • Complete all and submit for approval or • Save to complete/amend and submit at a later date

  19. Demo 2:Creating a Job Requisition

  20. Important things to remember • The one field you MUST get right, is the Request Type field as this drives the whole approval process. • If in doubt, always go for the max. number of funding options. • You are responsible for selecting the approvers for each job by name. • By submitting a job for approval, you are giving approval for the job at the College/School/Department level.

  21. From e-Work to TalentLink • Post request  Job Requistion • Folder Ref  Job Number (BU00000) • Job Ref  Job Number (BU00000) • Department  Organisational data / Department • Advert text needed at beginning of the process (but not needed at all for internal only adverts!) • Candidates receive automated email communications including an electronic offer email.

  22. What happens next? • Your user accounts will be created in the next few days and you will receive an activation email as follows: From: hr-systems@bangor.ac.uk Subject: e-Recruitment : CyfrifActifiant / Account Activation This is a bilingual message, please scroll down for EnglishAnnwyl Jo Bloggs,GallwchrwanddefnyddioeichcyfrifTalentLinkargyferPrifysgol Bangor.Dilynwch y lincigwblhau y broses gofrestru.DiolchynfawrSystemau AD (Darren Sidell & Jade Luke) AdnoddauDynol PrifysgolBangor---------------------------------------------------------------------------------------------------------Dear Jo Bloggs,You can now activate your TalentLink account for Bangor University.Follow the link to complete the registration process.Many Thanks,HR Systems (Darren Sidell & Jade Luke) Human Resources Bangor University

  23. Training • Training will be given on a 1-to-1 basis as and when each area has identified their first job. • Comprehensive User guides are available here: • www.bangor.ac.uk/humanresources/systems • REMEMBER: All Advertised jobs to go through e-Recruitment by the end of September 2012!

  24. Which System should I use? This is likely to be enforced from 1 October 2012

  25. Future plans • Talent Pools • Part-time Lecturers • Domestic / Catering Staff • Short-term contracts (< 3 months)

  26. Demo 3:A quick look at the live system • Time permitting!

  27. Questions / Discussions

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