APPLICANT MANAGEMENT SYSTEM

ERECRUIT OVERVIEWHuman Resource Unit Liaison Meeting

November 21, 2008

Why Are We Changing?

Our applicant management system is a product of Deploy Solutions, which is owned by Kronos Inc. Kronos will only continue to support the current product for two to three years (mid-summer 2010). Therefore, we need to evaluate other applicant management systems.

What are we doing?

We are doing a Fit-Gap analysis of the PeopleSoft Recruiting Solutions module (eRecruit)

Why eRecruit?

• Many improvements in the past 3 years• Equally, if not favorably, comparable to market

offerings• “Own” the product and can modify/customize

without paying for each change individually• MAIS team expertise in-house• Complete integration with other HRMS modules• Resides in the HRMS database – reporting easier• Look and feel already familiar to many users

Who is Involved?• MAIS

– Judy Aldrich– Ann Tuttle– Chris Fillmore– Brian Miller– Radha Dhandapani– Pang Hang

• UHR– Jane Miller– Katie McCollum– Michelle Kinker– Traci Buckner– Jeanne Christensen– Tammy Deane

• UHSHR– Jan Mulcrone– Lynda Lauerman– Mindy Warden

• Gwen Kearly, Nurse Recruitment• Pam Quinlivan, Internal Medicine,

Medical School• Karen, Sloan, ITCS• Patrick Smitowski, LS&A• Tina Truskowski, College of

Engineering• Jodi Simpson, MAIS• Lori Ristau, School of Nursing• Jennifer Knauf, SNRE• Beth Manning, Flint • Ginny Zarras, Dearborn

ScopeReplace eMploy system• Applicant tracking and handling• Requisitions• Job Postings• Screening, interview and hiring• Reporting• Interfaces with third parties • Security Preservation of historical informationFit with our environmentGaps in system functionalityExtent of modification requirements

ScalabilityNeed to keep in mind requirements for:

–Non-Student Temps–GEO, Research Fellows, LEO–House Officers– Faculty and Primary (including non-posted

positions)– Supplemental Faculty–Dry Appointments

Recruiting Solutions

Recruiting Solutions is an integrated solution that enables organizations to effectively manage workforce acquisition across all employment categories including:– Full-time– Part-time– Contingent (temporary hires)– Hourly (unionized staff)– Professional (posted and non-posted hires)

Underlying Structure• Open Integration Framework (Including Data

Mapping) • Standard PeopleSoft security (permission lists,

roles, and user profiles)• UM HRMS tables for classifications,

departments, race, gender, shortcodes• Tables specific to Recruiting Solutions– Source Table• Where do applicants come from• Where should we post our job openings

Underlying Structure (Cont)• Configuration values specific to Recruiting

Solutions, i.e., do requisitions have to be approved before being posted

• Use of templates to sculpt job opening information segmented (attached) to one of the following: job family, job code, business unit, company, department, or salary grade

– Resume– Job Opening– Job Opening Posting– Screening– Interview Evaluation– Employee Referral Program

Talent Acquisition Manager

For Managers, Recruiters, Administrators– Create and manage job openings• Single job opening with single or multiple job codes• Continuous job opening• Multiple levels of authorization possible• Single place to make corrections

Talent Acquisition Manager (Cont)– Enter and manage applicant information• Administrative Add Applicant• Create Lists of Applicants• Obtain applicants from associated Sources:

– Job Boards– Background Screening Providers– Staffing Suppliers– Email– Resume Extractors

Talent Acquisition Manager (Cont)

– Manage job postings• Post to an associated Source• Job indexing• Update the job posting• Un-post• Look at history

Talent Acquisition Manager (Cont)– Search for job openings and applicants• Job Openings 360• Applicants 360

– Screen applicants• Take words from requirements of the job opening• Compare them with the applicant’s information• Create a ranked list of qualified applicants• Multiple screening levels to narrow the field of

candidates• Route applicants

Talent Acquisition Manager (Cont)– Manage applicant interviews• Schedule interviews for single person• Create interview teams• Email notifications• Gather interviewer feedback

– Manage offers• Multiple layers of approvals possible• Manages disposition (status) of job opening and

candidate• Pre-employment checking (HireRight)• Handle contracts

Talent Acquisition Manager (Cont)– Hire applicants• Sends messages• Sets disposition to Hired• Sets Job Opening Status to Closed• Updates applicant record with Employee ID• Applicant Status set to Hired• Sets all others dispositions for other bids to reject

(maintains all prior dispositions in historical rows)• Sets all other job opening bids for the hired person to

reject• Sends candidate data to HR database (temp tables)

Talent Acquisition Manager (Cont)

– Manage employee referral programs• Allows payment of bonus to employees• Can link value and payment schedule to longevity of

new hire• Interfaces directly with payroll for payments

Candidate GatewayFor applicants and employees– View information about current job openings– Search for job openings that match interests– Save job search criteria– Save job openings– Use multiple resumes in the job application

process– Submit job applicants and resumes for specific job

openings

Candidate Gateway (Cont)– Submit job applications and resumes without

applying to a specific job opening– Submit employment references, cover letters, and

other documents– View notifications from recruiters– Maintain and update personal profile information

(external applicants only)– Refer a friend (employees only)– View interview schedules (employees only)– Complete interview evaluations (employees only)

Oracle Training

• October training• Views of team who went:– Tina Truskowski– Patrick Smitowski

Next Steps• We are building an evaluation tool – need

your comments by the end of November• During December a subset of the team will fill

out the evaluation tool as much as possible • Questions will be presented to Fit-Gap PMT

during January meetings

Next Steps (Cont)• January, 2009, meetings:– 4, 2 hour sessions for Fit-Gap Project Management

Team– 4, 1-3 hour sessions for high level overview

• January 9th 1-4pm, Danto Auditorium, Cardio Vascular Center

• January 16th 1-4pm, Johnson Room, Lurie Engineering Center• January 23rd 9-Noon, East Room, Pierpont Commons• January 30th 1-4pm, rooms A, B & C, Biomedical Science

Research Building

• Need your input to identify who in your organization should be invited to attend January sessions

Next Steps (Cont)

• February, 2009, Data Analysis and Presentations to teams including HRMS Status

• Seek funding for purchase OR

• Begin RFP Proc

HR UL Wrap-Up

• By the end of November:– Any additional items for the evaluation tool– Your recommendation on attendees for the

January high level overview meetings

• Send to Jane Miller:– janekm@umich.edu

Questions?