University of Colorado
University Information Systems
Taleo Implementation
Project Proposal
February 2014
1
Taleo Implementation - Overview
Project Objectives
•
The current on‐line recruitment tool (PeopleAdmin) is used to support the majority of University Staff, Classified
Staff, Research Faculty, and Regular Faculty hires across all campuses. Due to the software changes delivered as part
of the PeopleAdmin Upgrade last spring, the system offers reduced functionality, has created numerous integration
and reporting issues, requires increased manual effort and does not meet our business needs. Additionally, we have
found the vendor unresponsive. This has impaired the University’s ability to maintain a strategic focus on recruiting.
•
Based on campus HR feedback and evaluation we have determined that PeopleAdmin should be replaced with a
best-in-class recruiting solution that integrates with HCM
•
The timing of this project will align with the HCM 9.2 Upgrade.
Ownership
•
Primary Stakeholders: Campus HR Offices and departmental users
Project Scope
Includes:
•
Replacing current functionality in PA and adding desired/required functionality
•
Replace current PA integrations
•
Add integration for recommendation letter attachments
•
Mobile capabilities
•
Improvements in bulk candidate disbursement and email notification
•
Utilize delivered reporting capabilities
•
Third party delivered integrations: LinkedIn, HireRight, HireVue and SkillSurvey
•
Utilize delivered Taleo Connect Client integration tool
2
Taleo Implementation – Tool Analysis
•
•
•
•
•
Hosted onsite demos of Taleo and PeopleSoft eRecruit
Conducted phone calls with universities currently using both solutions
Review recruiting process in depth in Taleo via WebEx
Examined multiple resources including online videos, Oracle roadmaps and
technical functionality
Assessed cloud versus on premise and held a demo with UIS technical team
members including security
3
Required System Features
The Applicant Tracking System (ATS) application should be a full-feature applicant tracking/recruiting system with all the
functionality of the best-in-class ATS. The ATS must also include the following features:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Provides pre-screening questions which can be open-ended or close-ended, including a question bank to identify
minimum and preferred qualifications
Creates new postings from previous job descriptions or customizable templates
Manages applications, resumes, and other applicant documents and allows for bulk applicant disposition changes
Provides standard and custom automated applicant communication for individuals or in bulk
Provides a highly customizable public facing brand-able website that can be managed by university administrators
Provides highly configurable candidate selection workflow capabilities
Integration with social media resources and social media sourcing
Integration with job board posting services and job board sourcing
Integration with background check applications and various third party vendors
Ability to match internal and external applicants to open job postings
Robust reporting and analytics. Enabling system users with sufficient access levels to sort, query, run and fine-tune ad
hoc and customizable reports
Provides mobile platform
Intuitive user interface for candidates and administrators
Ability to easily integrate with PeopleSoft HCM
Provides ability to export records in bulk for storage in other databases
Provides fine-grained permissions to set access levels for administrative personnel and approvers
Provides a “dashboard” or switchboard screen that lists all tasks and list status
4
Taleo Assessment Data
Discussions on Taleo and PS eRecruit with existing university customers
University of Oklahoma – replacing PeopleAdmin with Taleo in 2014; completed review of
various recruiting tools and determined Taleo best meets their requirements.
University of Texas Medical Branch – upgraded HCM in 2013 and attempted to continue use
of eRecruit in PeopleSoft although they have been faced with a high level of frustration and
a long list of required customizations; Lee Webster, Director of Talent Acquisition and
Recruitment “You must convince your leadership that Taleo is the right solution, eRecruit
would have been effective in 1994.”
University of Missouri – uses HCM 9.1 and eRecruit; frustrations surrounding the number of
required customizations as well as system issues regarding email notifications, improper
placement of buttons, not intuitive to system users or applicants.
Stanford University – uses Taleo and PS CS/HR 9.0; uses for non academic campus hires;
reports no browser or cache issues or maintenance or downtime issues, resume parsing
works very well, as does moving bulk candidates and integration with LinkedIn.
5
Recruitment Tool Comparison
This is meant to serve as aTool
high levelComparison
functionality comparison of the three online recruiting solutions available to us at this time.
Recruitment
Should eRecruit and Taleo be deemed unsatisfactory, we will continue to use PeopleAdmin through completion of the HCM Upgrade
in 2015. At that time, we will re-evaluate our options and requirements taking into account the upgraded HCM technology.
Recruiting Functionality
PeopleSoft
PeopleAdmin PeopleAdmin eRecruit w/o BI
Taleo
Utilized
Unutilized
Tool
Recruiting


























15 Activity guides providing step by step instructions


16 Dynamic candidate ranking capabilities


17 Personalized candidate homepage with job offer display


1 Customizable/branded internal and external career sites
2 Ability to display recruitment videos on career applicant portal
3 Change disposition for bulk applicants
4 Applicant screening tool builder with question bank
5 Robust candidate evaluation tied to competencies
6 Auto-notification triggers tied to upcoming or passed deadlines
7 New postings created from previous job descriptions or templates
8 Highly configurable workflow capabilities


9 Advanced search, matching and candidate comparison
10 Interview management integration with Outlook

11 Offer letter management/generated within the system
12 Personalized dashboard displaying listing tasks and status
13 Self service capabilities for referee to upload reference letters
14 Configurable message/instruction text


18 Social sourcing tool

19 Mobile platform






20 Resume parsing
21 Dynamic interview guides
22 Job offer negotiation: acceptance/rejection/start date change
22
PeopleSoft
Recruitment Tool Comparison
22
Onboarding
1 Personalized candidate homepage
2 Recruiter monitoring of new employee step completion (I9,W4, etc.)
3 Ability to display welcome video to new employees thru candidate portal
4 Workflow engine delineates b/t new empl or promotion/job change
5 Onboarding task list mobile platform
Reporting/Integrations/Access/Technical
1 Robust analytics and ad hoc reporting with flexible report writing tool
2 Job board traffic analytics
3 Drill down pivot grids delivered
4 Third party integration (HireRight, HireVue, SkillSurvey)
5 Easily connect recruiting process to HRMS
6 Extensive capabilities for automated job board integrations
7 Position descriptions contained in recruiting tool
8 Social Media Integrations (LinkedIn, Facebook, Yammer)
9 Ability to create recruiting teams for specific postings
10 Person record NOT required in HRMS for search committee access
11 On premise (UIS supported)
12 In the cloud/hosted solution
PeopleSoft
PeopleAdmin PeopleAdmin eRecruit w/o BI
Taleo
Utilized
Unutilized
Tool
Recruiting








PeopleSoft
PeopleAdmin PeopleAdmin eRecruit w/o BI
Taleo
Utilized
Unutilized
Tool
Recruiting




















Taleo Implementation - Decision
Based on the analysis of requirements and comparison of the two
solutions, the team determined Taleo is the best fit for our strategic
recruiting needs. Taleo will provide the following:
• Security permissions come from HCM
• Workflow approvals tied to position and recruitment are
intended to remain in HCM
• Workflow approvals tied to hiring will take place in Taleo
Onboarding Module
• Current campus recruiting business processes will be applied to
Taleo
• Campus resources available when required
• Project related resources available when required
• Development work and impact on timeline will be assessed at the
conclusion of fit/gap
• End user training will be developed and delivered by ES in
partnership with Campus HR Offices
8
Taleo Implementation - Assumptions
• Security permissions come from HCM
• Workflow approvals tied to position and recruitment are
intended to remain in HCM
• Workflow approvals tied to hiring will take place in Taleo
Onboarding Module
• Current campus recruiting business processes will be applied to
Taleo
• Campus resources available when required
• Project related resources available when required
• Development work and impact on timeline will be assessed at the
conclusion of fit/gap
• End user training will be developed and delivered by ES in
partnership with Campus HR Offices
9
Resource Analysis
Resource Needs
• UIS Application Development – HR Team
• UIS PMO
–
•
•
Security – Oversight by Brad Judy
Cross Apps
–
–
–
•
•
•
•
•
•
Project Support
IdM
IRM
Integrations
Oracle and tbd implementation partner
Campus HR designated core project team
Department business partner working group (DRL/PPL)
ES Project Team
ES Communications team – RyAnne Scott
ES Learning and Development
10