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APPLICANT MANAGEMENT SYSTEM

APPLICANT MANAGEMENT SYSTEM. ERECRUIT OVERVIEW Human Resource Unit Liaison Meeting November 21, 2008. Why Are We Changing?.

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APPLICANT MANAGEMENT SYSTEM

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  1. APPLICANT MANAGEMENT SYSTEM ERECRUIT OVERVIEW Human Resource Unit Liaison Meeting November 21, 2008

  2. Why Are We Changing? Our applicant management system is a product of Deploy Solutions, which is owned by Kronos Inc. Kronos will only continue to support the current product for two to three years (mid-summer 2010). Therefore, we need to evaluate other applicant management systems.

  3. What are we doing? We are doing a Fit-Gap analysis of the PeopleSoft Recruiting Solutions module (eRecruit)

  4. Why eRecruit? • Many improvements in the past 3 years • Equally, if not favorably, comparable to market offerings • “Own” the product and can modify/customize without paying for each change individually • MAIS team expertise in-house • Complete integration with other HRMS modules • Resides in the HRMS database – reporting easier • Look and feel already familiar to many users

  5. Who is Involved? • MAIS • Judy Aldrich • Ann Tuttle • Chris Fillmore • Brian Miller • Radha Dhandapani • Pang Hang • UHR • Jane Miller • Katie McCollum • Michelle Kinker • Traci Buckner • Jeanne Christensen • Tammy Deane • UHSHR • Jan Mulcrone • Lynda Lauerman • Mindy Warden • Gwen Kearly, Nurse Recruitment • Pam Quinlivan, Internal Medicine, Medical School • Karen, Sloan, ITCS • Patrick Smitowski, LS&A • Tina Truskowski, College of Engineering • Jodi Simpson, MAIS • Lori Ristau, School of Nursing • Jennifer Knauf, SNRE • Beth Manning, Flint • Ginny Zarras, Dearborn

  6. Scope Replace eMploy system • Applicant tracking and handling • Requisitions • Job Postings • Screening, interview and hiring • Reporting • Interfaces with third parties • Security Preservation of historical information Fit with our environment Gaps in system functionality Extent of modification requirements

  7. Scalability Need to keep in mind requirements for: • Non-Student Temps • GEO, Research Fellows, LEO • House Officers • Faculty and Primary (including non-posted positions) • Supplemental Faculty • Dry Appointments

  8. Recruiting Solutions Recruiting Solutions is an integrated solution that enables organizations to effectively manage workforce acquisition across all employment categories including: • Full-time • Part-time • Contingent (temporary hires) • Hourly (unionized staff) • Professional (posted and non-posted hires)

  9. Underlying Structure • Open Integration Framework (Including Data Mapping) • Standard PeopleSoft security (permission lists, roles, and user profiles) • UM HRMS tables for classifications, departments, race, gender, shortcodes • Tables specific to Recruiting Solutions • Source Table • Where do applicants come from • Where should we post our job openings

  10. Underlying Structure (Cont) • Configuration values specific to Recruiting Solutions, i.e., do requisitions have to be approved before being posted • Use of templates to sculpt job opening information segmented (attached) to one of the following: job family, job code, business unit, company, department, or salary grade • Resume • Job Opening • Job Opening Posting • Screening • Interview Evaluation • Employee Referral Program

  11. Talent Acquisition Manager For Managers, Recruiters, Administrators • Create and manage job openings • Single job opening with single or multiple job codes • Continuous job opening • Multiple levels of authorization possible • Single place to make corrections

  12. Talent Acquisition Manager (Cont) • Enter and manage applicant information • Administrative Add Applicant • Create Lists of Applicants • Obtain applicants from associated Sources: • Job Boards • Background Screening Providers • Staffing Suppliers • Email • Resume Extractors

  13. Talent Acquisition Manager (Cont) • Manage job postings • Post to an associated Source • Job indexing • Update the job posting • Un-post • Look at history

  14. Talent Acquisition Manager (Cont) • Search for job openings and applicants • Job Openings 360 • Applicants 360 • Screen applicants • Take words from requirements of the job opening • Compare them with the applicant’s information • Create a ranked list of qualified applicants • Multiple screening levels to narrow the field of candidates • Route applicants

  15. Talent Acquisition Manager (Cont) • Manage applicant interviews • Schedule interviews for single person • Create interview teams • Email notifications • Gather interviewer feedback • Manage offers • Multiple layers of approvals possible • Manages disposition (status) of job opening and candidate • Pre-employment checking (HireRight) • Handle contracts

  16. Talent Acquisition Manager (Cont) • Hire applicants • Sends messages • Sets disposition to Hired • Sets Job Opening Status to Closed • Updates applicant record with Employee ID • Applicant Status set to Hired • Sets all others dispositions for other bids to reject (maintains all prior dispositions in historical rows) • Sets all other job opening bids for the hired person to reject • Sends candidate data to HR database (temp tables)

  17. Talent Acquisition Manager (Cont) • Manage employee referral programs • Allows payment of bonus to employees • Can link value and payment schedule to longevity of new hire • Interfaces directly with payroll for payments

  18. Candidate Gateway For applicants and employees • View information about current job openings • Search for job openings that match interests • Save job search criteria • Save job openings • Use multiple resumes in the job application process • Submit job applicants and resumes for specific job openings

  19. Candidate Gateway (Cont) • Submit job applications and resumes without applying to a specific job opening • Submit employment references, cover letters, and other documents • View notifications from recruiters • Maintain and update personal profile information (external applicants only) • Refer a friend (employees only) • View interview schedules (employees only) • Complete interview evaluations (employees only)

  20. Oracle Training • October training • Views of team who went: • Tina Truskowski • Patrick Smitowski

  21. Next Steps • We are building an evaluation tool – need your comments by the end of November • During December a subset of the team will fill out the evaluation tool as much as possible • Questions will be presented to Fit-Gap PMT during January meetings

  22. Next Steps (Cont) • January, 2009, meetings: • 4, 2 hour sessions for Fit-Gap Project Management Team • 4, 1-3 hour sessions for high level overview • January 9th 1-4pm, Danto Auditorium, Cardio Vascular Center • January 16th 1-4pm, Johnson Room, Lurie Engineering Center • January 23rd 9-Noon, East Room, Pierpont Commons • January 30th 1-4pm, rooms A, B & C, Biomedical Science Research Building • Need your input to identify who in your organization should be invited to attend January sessions

  23. Next Steps (Cont) • February, 2009, Data Analysis and Presentations to teams including HRMS Status • Seek funding for purchase OR • Begin RFP Proc

  24. HR UL Wrap-Up • By the end of November: • Any additional items for the evaluation tool • Your recommendation on attendees for the January high level overview meetings • Send to Jane Miller: • janekm@umich.edu

  25. Questions?

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