Launching and Integrating New Recruiting Technology/Systems

Launching and Integrating New Recruiting Technology/Systems

John A. Hinojos

Vice President, Consulting Services

John A. Hinojos, HRIP• Vice President, Consulting Services at HRchitect• HRIP certified by IHRIM in HR system • Over 30 years in HR and HR systems• President, IHRIM – Southern California Chapter• President, HRIM Foundation• Frequent presenter of webinars focused on HR technology and

project finances• Designer of courses on System Evaluation, Project Management,

Technology implementation, Global HR Technology

You have all the systems ready –Now what?

First

Let’s discuss a little about launching and adoption . . .

Without Good Adoption

• Systems and integration of data is meaningless

• You will not get your planned ROI from the systems

• You may be looking at additional or plug-in solutions to solve easily fixed issues.

Key Elements of System Adoption

• Obtain key stakeholder buy-in early and often

• Match your corporate culture

• Check systems ease of use


• Have a good Change Management Plan

• Isolate and target those user groups who may hinder adoption

• Focus on a few cheerleaders


• Training is an on-going effort

• Not all browsers are created equal


Good communications Plan

– Strategy

– Reason for the changes

– Value of system to company and employees

– Publications


Accommodate Everyone

–Generational

–Cultural

–Professional


Remember: adoption is a marketing not a technology project

Integrating Your Technology

Before Integration

After Integration

Why Integrate• Positive

– Seamless Data– Less Data Errors– Analytics and Metrics– Eliminates Middle Person

• Negative– Replicating Bad Data– Maintenance– Time and Level of Effort

Anatomy of ATS Integrations

We will discuss the 5 Distinct Recruiting Processes Integrations

• Requisition Management

• Applicant Process

• Screening and Selection of Candidates

• Offer

• Onboarding

Requisition ManagementCommon Integrations

• HR system

– Manager Information

– Workflow

– Requisition Content

• Talent Management

– Competencies

– Salary Range

– Salary Grade

Applicant Process

• HR System– Identify internal candidates

• Third-party assessment vendors

• LinkedIn and other Social profile integration

• Mobile capabilities

• Social media referral tracking

• Third-party recruiting portal– Separated from regular candidates

Screening and Selection• Video Interviewing

• Deeper integration with assessment vendors

• Outlook calendar

• Document Management Systems

– Portfolio

– Research samples

Offer• eVerify

• Background check– Legal based on country

– Automatic response when clear

• Libraries from multiple data sources– Legal contracts instead of offer letter

• HR compensation data within guidelines

• Drug Screening

Onboarding• Know what is needed for the country, state and local• Forms

– State and federal– Corporate intranets – policies and procedures

• Benefits• HR system

– Moving in new employee data

• Provisioning– IT system access– Security– Equipment

Isolate Requirements and Planning

Requirements

• Knowing your Requirements– Plan your requirements by process– Revisit/assess your requirements– Include other requirements

• Project constraints• Business-related constraints• Social / contextual requirements• Non-functional requirements

Requirements

• Identifying what integrations are needed

• Look at commonalities to leverage as few integrations as possible

Planning the Integrations• When integration needs to be ready

for each process– HRMS – all processes usually done first– Plan all other phases

• Lead time for third-party – Their schedule may not meet yours– Are they true partners of ATS vendors or

custom– Mapping of data even if a “standard”

integration

Planning the Integrations

• Select the right resources

• Have a business analyst who understands the data

• Mobile

– Devise specifications/certifications

– Sustainability

– aps vs. native

Planning the Integrations

• Legal Review

• Global Limitations

• Testing strategy

– Decide what functional processes will be done with your system configuration vs. end-to-end configurations

Going Live

• Develop strategy and a plan

• Move everything into production

• First and Second Interface– Track and validate all transitions

– No such thing as a one-time error

• Keep the win/win approach -celebrate

Sustainable Systems• Have a plan for upgrades and changes

– Calendar to monitor

– Coordination

– Resources

• Dedicated administration

Sustainable Systems• Give integrations time to settle before

any changes or enhancements

– Start simple and basic

– Add complexity

• Monitor data integrity

Lessons Learned

• There is never enough time – plan accordingly

• Less is best – Simple, not complicated

• Have the right team

Lessons Learned

• All working components may not play well together

• Become friends with your IT team

– With a SaaS you still need IT assistance

Lessons Learned• Maintain good vendor relationships

– New and Old Vendors

– Share successes and challenges

• Software may work correctly, just not work the way you want or need

Lessons Learned – Connectivity

• Review connectivity from within your organization

– Rules for piercing the firewall

• Possible modifications

– Web-based applications

– Response times

– System adoption

• Company policy

System Ecology

Questions