Dydd Iau, 30 Awst 2012
Thursday, 30 August 2012
CYFLWYNIAD I E-RECRIWTIO
E-RECRUITMENT INTRODUCTION
Darren Sidell
Swyddog Datblygu System AD
Adnoddau Dynol
HR Systems Development Officer
Human Resources
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?
Current
Process
e-Work
Post request
e-Work
Auths
HR
Email
application
received
Agresso
Applicant
record created
HR Arrange
Interviews
by email /
phone
Appointment
made
e-Work
New staff
member
commences
employment
e-Work
Advert
Candidate
Downloads
form & FP
or Packs sent
out.
Application
forms printed
Shortlisting
Agresso
Updated
HR Contract
issued
(e-Work)
Agresso HR
Record
Created
Advert Agency
and
Bangor Job
Website
Agresso
Vacancy
Record
Created
Equal Opps
section
numbered,
removed &
entered in
Agresso
Shortlisting
packs
produced
Contract Pack
printed and
posted
Signed
Contract and
Personal Info
Sheet
Returned (eWork)
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?
Future
Process
Identify Vacancy
?
All steps in
e-Recruitment
New staff
member
commences
employment
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 on
Job Approval Process
• Not driven by failures
Process Transformation
• Moved from sequential to
parallel 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:
Subject:
hr-systems@bangor.ac.uk
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 fawr
Systemau AD (Darren Sidell & Jade Luke)
Adnoddau Dynol
Prifysgol 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 Resources
Bangor 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 eRecruitment by the end of September 2012!
Which System should I use?
Advertised
(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
Request Type
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