CYFLWYNIAD I E-RECRIWTIOE-RECRUITMENT INTRODUCTION

Darren Sidell

Swyddog Datblygu System AD HR Systems Development Officer

Adnoddau Dynol Human Resources

Dydd Iau, 30 Awst 2012

Thursday, 30 August 2012

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

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…..

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)

Why do we need e-Recruitment?

e-Work

Post request

e-Work

Auths

e-Work

Advert

Advert Agency andBangor Job Website

Agresso Vacancy Record Created

Candidate

Downloads form & FP

or Packs sent out.

HR

Email application received

Agresso

Applicant record created

Application forms printed

Equal Opps section numbered, removed & entered in Agresso

Shortlisting packs produced

Shortlisting

Agresso Updated

HR Arrange Interviews

by email / phone

Appointment made

e-Work

HR Contract issued(e-Work)

Contract Pack printed and posted

Signed Contract and Personal Info Sheet Returned (e-Work)

Agresso HR Record Created

New staff member commences employment

Current Process

Why do we need e-Recruitment?

• Between 250-300 advertised posts a year• ~5000 applications• ~1000 application packs sent out• ~£250k advertising costs

Why did we need e-Recruitment?

Identify Vacancy

New staff member

commences employment

?All steps in

e-Recruitment

FutureProcess

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

Lumesse TalentLink

• Software as a service– Cloud computing– Configured service to our requirements

• Multilingual• Configurable post-implementation

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

What about Paper applications?

• Continue to accept paper applications for all types of posts for accessibility reasons.

• Applications will be scanned and uploaded

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

Approval Process Workshops

• Focus onJob Approval Process

• Not driven by failures

Process Transformation

• Moved from sequential toparallel approvals

• Multiple Processes

Transformation

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.

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

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

First steps…

• Identify vacancy / new post• Think about Job Title, Role Profile / Grade, Contract

dates, Reporting Lines, Funding etc• Use templates to build Job Description and 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

Demo 2:Creating a Job Requisition

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.

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.

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 : Cyfrif Actifiant / Account Activation

This is a bilingual message, please scroll down for English

Annwyl Jo Bloggs,

Gallwch rwan ddefnyddio eich cyfrif TalentLink ar gyfer Prifysgol Bangor.

Dilynwch y linc i gwblhau y broses gofrestru.

Diolch yn fawrSystemau AD (Darren Sidell & Jade Luke)Adnoddau DynolPrifysgol Bangor

---------------------------------------------------------------------------------------------------------

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 ResourcesBangor University

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!

Which System should I use?

Request TypeAdvertised

(External or Internal)Not Advertised

New Post e-Recruitment e-Work

Fill a vacant existing Post e-Recruitment e-Work

Bucket post (e.g. Domestics / PTL) N/A e-Work

Fixed Term Contract Extension N/A e-Work

This is likely to be enforced from 1 October 2012

Future plans

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

• Time permitting!

Demo 3:A quick look at the live system

Questions / Discussions