Department of Business & Employment
Moving to eRecruitment
HR Forum – 6 August 2010
Presented by:
Kate McTaggart, A/Senior Director, People &
Services, Department of Health & Families
Mandy Ryan, eRecruitment Project Manager
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Why eRecruitment?
• Corporate Services Review initiative
• Improve efficiency of DBE services to agencies
What is eRecruitment?
• Electronic end-to-end recruitment processes
• No more paper forms and manual processes
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Benefits of eRecruitment
• Consistent recruitment processes across agencies
• A professional and consistent entry point for NT
Government job applicants
• Informative recruitment reports
• One Entry Level Recruitment candidate pool
• Potentially reduced time to fill a vacancy
• New employees commenced in a timely and professional
manner
• Better management of advertised vacancies
• Greener environment
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Project
• Service provider - NGA.NET Pty Ltd
• 5 year license with option to extend for 3 years
• Steering Committee – DBE Executive members
• Project Advisory Committee – agency representatives
• Project Team
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Project Implementation
• Phase 1 – Go Live end October 2010
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Standard advertised and non-advertised vacancies
Online job applications
Entry Level Recruitment Candidate Pool
NTG Candidate Pool (for vacancies less than 6 months)
Recruitment reports
TRIM integration
• Phase 2 – Go Live April/May 2011
 Bulk Recruitment eg Graduates, Apprentices, Prison Officers, Park
Rangers, etc
 Nurses & Midwives Candidate Pool
 Teachers Candidate Pool
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
‘eRecruit’ (the system)
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Online, externally hosted web based application
Configured to meet client requirements
Access via ‘single sign’ process
Online requests to fill (RTF) a vacancy (advertised & nonadvertised)
Automated workflow for endorsement and approval of RTFs
with audit trails
Online job applications via NTG Employment Opp’s website
Online vacancy files (with job applications)
Online selection reports
Online onboarding process for new employees
Correspondence to applicants via email where appropriate
Vacancy file stored in eRecruit for at least 12 months
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
What agency managers will do in eRecruit
• Complete Request to Fill (RTF) template in eRecruit, to
advertise a vacancy or where an employee has been
identified for a short term vacancy
• Request candidates from candidate pools
• Submit completed RTF to supervisors and managers for
endorsement and approval
• Track progress of RTF online
• Receive vacancy file online (late applications can be
accepted)
• Assess and select applicants in accordance with merit
principle
• Complete selection report in eRecruit
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
What DBE Recruitment Officers will do in eRecruit
• Create the job to be advertised
• Receive any hard copy applications and attach to
eRecruit vacancy file
• Submit vacancy file to Vacancy Manager
• Send correspondence to applicants
• Prepare employment contracts
• Provide quality candidate care to all applicants
• Ensure new employees are commenced in a timely
manner
• Search and maintain candidate pools
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
What job applicants will do in eRecruit
• Apply online through website
• Track progress of online job applications
• Edit application details or provide updated resume
before vacancy closes
• Edit personal details after vacancy closes
• Use a previous application and update for another job
application
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Project Update
• Candidate portal being developed
• Generic templates and workflows being prepared for
‘core system’, Entry Level Recruitment and the NTG
Candidate Pool
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Standard employment contracts prepared
Drop down lists for templates being finalised
Text for emails to applicants prepared
Recruitment report requirements collated
Recruitment advertising process and templates being
prepared
• Test plans being prepared
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
System Support
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Agency champions – HR staff or regular recruiters
‘Super Users’ - DBE Recruitment Officers
System Administrator – DBE HR System Support
Ongoing maintenance of templates
Running reports
User Guides, Information Sheets and Checklists for all
users
• Ongoing maintenance of templates
• Running reports
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
What’s Next?
• Onsite Solution Design ‘walk through’ by NGA - 16 &
17 Aug
• User Acceptance Testing – Aug/Sept
• Training – Sept/Oct
• Communication – ongoing
 FAQs on Intranet
 Information sessions for agencies (Sept/Oct)
• Supporting documentation eg FAQs, User Guides
and Information Sheets – Sept/Oct
• ‘Old’ existing vacancies in RMS to be ‘cleaned up’ –
Aug/Sept
• Existing vacancies in RMS at eRecruit Go Live
• Transferring existing ELR candidates into new
candidate pool
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
What’s Next? (cont …)
• Review and evaluation of the system
• PIPS integration
• Process for criminal history checks
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Agency Perspective
DEPARTMENT OF BUSINESS AND EMPLOYMENT
Moving to eRecruitment
Questions ?
DEPARTMENT OF BUSINESS AND EMPLOYMENT