New Applicant Tracking System
Major Process Changes
September 27, 2010
Major Process Changes
• Applicant Experience
Job
Seeker
Applicant
Selected
Candidate
• WILL BE ENFORCED BY SYSTEM: Job seeker
must submit completed application in order
to be considered an applicant
• ENHANCEMENTS:
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–
–
–
–
Multiple attachments
User profile customizations
Job alerts
Candidate communication agent
Resume parsing (pre-populates fields on application)
Major Process Changes
• System Roles
Create
Requisitions
Manage
Requisitions
Take Action
on
Requisitions
Job Seeker
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
Applicant
Preparer

Approver
View Jobs
View/Update
Profile
Hiring
Manager
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HR Rep/
HR Contact
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Recruiter
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Major Process Changes
• Job Requisitions/Postings
– CHANGE IN PRACTICE: Applicants for research jobs
can now submit documentation online
– NEW REQUIREMENT: It will now be standard practice
across all areas to post jobs for a minimum of 5 days
– CHANGE IN PRACTICE: Job requisitions will be posted
48 hours after submitted to a Talent Acquisition
recruiter
– CHANGE IN PRACTICE: Applicants will be referred to
hiring departments 5 days after the requisition is
posted
Major Process Changes
• Job Requisitions/Postings
– CHANGE IN PRACTICE: Departmental Postings will
be discontinued
• Internal Postings will be used (open to Institute
employees)
• Mitigates risk for the Institute
Major Process Changes
• Building of Candidate Pool
– INCREASED OPPORTUNITY: If pool of candidates is
inadequate, recruiter will work with hiring
manager to recalibrate and/or refine sourcing
efforts
• Mitigates risk for the Institute
Major Process Changes
• Selection Process
– CHANGE IN PRACTICE: Can no longer screen out
candidates if cover letter is not submitted
• It’s the law
– CHANGE IN PRACTICE: All applicants must meet
minimum requirements to be advanced to the
hiring manager
• Recruiter will partner with hiring manager to determine
prescreening criteria
• Differentiate jobseekers from applicants based on
responses to prescreening questions
Major Process Changes
• Status Changes
– CHANGE IN PRACTICE: Take action on applicants
throughout the process to trigger automatic
workflow actions
– ENHANCEMENTS:
• Selection and disposition will be standardized (drop
down selection)
• Bulk dispositioning
– CHANGE IN PRACTICE: Contingent offers must
now be made before background checks
• Enhancement: All background check forms will now be
sent and tracked through the system
Major Process Changes
• Selection Process
– CHANGE IN PRACTICE (OPTIONAL): Reference
checks can now be maintained in the system
• Offers potential for building repository of reference
contact information
– Capability to generate and collect reference requests through
system
– Recruiter can attach reference letters to candidate’s profile
Major Process Changes
• Offer Process
– CHANGE IN PRACTICE (Research Faculty):
Finalized offer letters will be sent after
background check
– NEW REQUIREMENT: Offer letters will be
generated and sent through the system
• Offer letter templates with editable sections will be
available in the system
• Mitigates risk for the Institute
• Provides centralized repository of offer letters
• Departments will be able to enter documentation in
the system which can be shared between Talent
Acquisition and Global Human Resources
Major Process Changes
• Metrics
– NEW FEATURE: Reporting and analytics
• Standard reports will be available to hiring managers
and HR Reps/Contacts
– Open Requisitions Aging
– Average Time to Hire
– Applicant Details
• Reports are available real-time