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e-Recruitment Project Overviewe-Recruitment Project OverviewApril 2010April 2010

e-Recruitment

e-Recruitment Programme

The e-Recruitment programme automatestransactional and administrative processes and

combinesthem with strategic and people based process to

deliveroperational efficiencies, cost savings and an

enhancedcandidate experience across QMUL.

e-Recruitment

StepStone i-GRasp

e-HR Steering board selected StepStone i-GRasp i-GRasp is a configurable, enterprise e-solution e-enabled recruitment process

– On line authorisation– On line sourcing– On line application process and candidate administration– On line offer process

Interacting with off line recruitment processes– Candidate selection and assessment– Referencing– On boarding

University Market leader

e-Recruitment

e-Recruitment Drivers

Paper less process wherever possible Cost saving opportunities Reduced time for authorisation Real time audit trail Reduced time to hire Improved candidate experience Candidate reach Real time management information Improved policy compliance Enhanced QMUL profile

e-Recruitment

e-Recruitment Pilot

SCS and SMD were chosen to pilot the system – Account for majority of QMUL vacancies– Wide range of vacancies– Dedicated recruitment resource

SCS pilot go live 3rd March, SMD 15th March

Pilot can be run seamlessly alongside business as usual

Feedback to inform college wide roll out

e-Recruitment

Programme TimetableMilestone Date

Project start up 2008

Current state analysis Nov 2008

Stakeholder consultation Dec 2008 to Feb 2009

Future process review April 2009

Procurement June 2009

Process / system specification Nov / Dec 2009

User Acceptance Testing Jan – Feb 2010

Team training Feb 2010

System configuration Feb 2010

SCS pilot 3rd March 2010

SMD pilot 15th March 2010

Pilot review May 2010

QMUL roll out June 2010

e-Recruitment

What happens if you need to recruit?

To activate vacancy contact your recruitment team in SCS or SMD

You will receive: -– I Grasp orientation– e-mail containing a link to i-GRasp – online password– starter pack and manual

You will be informed when your role is live You will be informed on the closing date and will be

able to view applicants Collate pilot feedback to improve process and user

experience

e-Recruitment

Process Impact Analysis

Role What’s changed

Recruiting manager

Candidate short listing; Quality MI

Authorisers On line authorisation

Finance On line authorisation; Quality MI

SCS Recruiters Manage the end to end recruitment process – significant change in role / responsibilities

HR Retain policy / framework role – but some responsibilities move to recruiter

Candidate On line application; Status updates; Communication; On line Interview booking

e-Recruitment

On-lineAuthorisation

JD

To beAs is

Authorisation

Short listing

As is

Recruitment Process Key

Process stage

QMULCareers

Offline process

Online process

On and offline process

Web site

e-Recruitment

RecruitmentPlan / timetable

Advert / sourcing

On-lineAuthorisation

JD

Panelcomposition

To beAs is

Authorisation

Selection &assessment

Short listing

Interviewnotes

As is

AuthorisesOffer

Selection Offer

Panelcomposition

Recruiting line manager role

Inform recruiter ofOffer details

Verbal offer

* Process variance – SCS Business Support complete online authorisation

e-Recruitment

Advertising

Sets up Authorising team

To beAs is

Select sourcingchannels

Screening & branching

questions

Authorisation Sourcing

Short listingpreparation

As is

Referencing

Offerchecklist

Selection Offer

Candidateadministration

Recruiter role

Sets publish date& adds IV slots

Sets up panel

MonitorsAuthorisation

process

Activates livevacancy

CandidateStatus changes at

each stage

Issue logonsCustomertraining

HelpdeskMgt Info

QMULCareers

QMULI Grasp

e-Recruitment

Advertisingguidelines

To beAs is

Authorisation Sourcing

As is

Complete andsend out contract

Selection Offer

HR role

Authoriser

Authorisation Sourcing Selection Offer

Finance role

Authoriser

Branching question

guidelines

Publish advert on QMUL

Authorisation(Grading check)

e-Recruitment

Accessing I-GRasp

https://ig24.i-grasp.com/qmul/

https://ig24.i-grasp.com/fe/tpl_qmul01.asp