Replacing legacy ATS

NSPCC EXPERIENCE

Who is the NSPCC?

- 2000 staff

- 1,500 regular volunteers

- 24/7 Helplines (Childline, Adult)

- Direct services across the UK

- Campaigns and lobbying

- Research

- Fundraising

Where we were

• Time to hire took on average four to five months

• Managers didn’t have ownership of their own recruitment process

• High admin costs to maintain the portal

• Inaccurate data reporting

• No option of mobile optimisation

• No integration with other systems

• High level of candidate dropout but no analytics to identify drop out point

What we needed

• Reduction in time to hire, recruitment at pace

• Positive candidate experience

• Significant increase in managers’ engagement with the recruitment process

• Significant increase in accuracy of data gathered through each candidate’s recruitment cycle

• Wide range of reporting tools to add value to directorates’ sourcing strategies

• Automation of recruitment processes without losing human touch

How we approached it

• Reviewed and remapped the whole NSPCC recruitment process (6 months)

• Involved hiring managers throughout

• Searched for potential new ATS suppliers far and wide

• Created a highly detailed technical spec but allowed ourselves to dream too

• Worked in partnership with IT

• Allowed ourselves to change direction radically at the last moment

• Based our decisions on values and culture fit as well as technical ability to execute

Project Key milestones (April – August 2015)

April

•Project scope

•Project governance

•Project teams

•User acceptance group

•Risks and Issues log

•Comms plan

•Data gathering

May

•Data Transfer

•Define all workflows

•Design of careers pages

•Start system configuration

• Start user acceptance testing

•Confirm super user group

•Stakeholder engagement

June

•Continue developing process workflows

•User acceptance testing

•Continue system configuration

•Stakeholder engagement

July

•Super user training

•User acceptance testing

•All staff communication

•Hiring managers training

August

•System goes live

•Hiring managers training

Project scoping Process mapping System Configuration Launch

Project Sponsor

Director

Staff Recruitment team (weekly reviews)

Volunteer Recruitment team

(weekly reviews)

Web design team

(weekly reviews)

Data transfer and configuration team

(weekly reviews)

Communications Team

(weekly reviews)

Project Board

User acceptance group

Hiring managers and candidates

8

Project Governance

What we achieved

• Reduction in time to hire to an average of 1.5 months (from vacancy approval to offer)

• In-depth high quality data reporting

• Single sign on

• Hiring manager self service

• Candidate source tracking

• Mobile optimisation

• Increased background check compliance

• Integration with other HR systems

• Talent pooling

Recruitment

Key Messages

• Main recruitment activity has taken place in CSDD

and National Services.

• Activity by region continues to be largely

dominated by London & South East.

• Overall recruitment times have fallen to 54 days.

The longest recruitment times have been in the

CSDD and People. Positions in the South West

have seen the longest recruitment times.

• Positions in Strategy, Comms and People attract

the highest number of applicants per planned hire.

10NSPCC People Pack March 2017

Recruitment - Diversity

11

Key Messages

• There is little change in the

main themes since last

quarter.

• A quarter of applications are

received from those Under

25, but applicants in this age

group are least likely to be

invited to interview - 12%

compared to 24% overall.

• 6.4% of all applicants are

successful (receive an offer),

but this falls to 4.1% of

applicants who declare a

disability.

• BME applicants are half as

likely to be offered a position

as their White British

counterparts.

• Female applicants outweigh

their male counterparts by

76% to 24%. Women are

slightly more likely to be

shortlisted for interview and

to be offered a position than

men.

NSPCC People Pack March 2017

Recruitment Sources - 12 Month Rolling

Key Messages

• The main source of recruitment (applications) is Indeed although it now accounts for 24% of all applications compared with the 12 months to March 2016

when it accounted for 31% of all applications. LinkedIn has grown as a source of recruitment over the last year.

• However, the main sources of successful recruitment is NSPCC Staff or Volunteer and Word of Mouth. This may be because the applications are more

focused than from other sources e.g. application form rather than CV.

• Although Word of Mouth does not generate significant levels of applicants, the conversion rate (probability of success) is high. However, this may lead to a

tendency towards less diverse recruitment.

12NSPCC People Pack March 2017

What we achieved

Manager“The system looks and feels much easier to use, it keeps information in one place so we can go back to that if we need to and it also helps with the more strategic reporting and then future recruitment planning”.

Manager“I feel it’s modern and efficient, and I am certain this will be something our candidates feel too”

Candidate“The process has felt very smooth from beginning to end. I have found the system easy to use, HR are very supportive at the end of the telephone.”