eRecruit Briefing

Eddie Procter – HR Resourcing Manager HR Manager

What is eRecruit?

• New on-line recruitment system to replace BORIS

• External supplier – Lumesse

• Procurement exercise last Autumn – from Universities Advertising Group preferred supplier list

• Off the shelf system but with local configuration

• Improved functionality covering the whole end to end recruitment and selection process

• Improved candidate interface

• Streamlined process and reduced time and admin load

Lumesse – major supplier to HE, public and private sectors

Progress and Timeline

• Feb -June: process mapping, specification, configuration, user testing

• July – Sept: Communications, guidance and training

• Go live at end of Sept

• Deadline 2-3 weeks beforehand for submitting new vacancies through BORIS; dual running for vacancies still in process

What will change? • Integrated and streamlined ‘end to end’ on-line workflow

• Faculty/Div HR Team coordination of workflow process for all vacancies in their area (except Grade M posts – staying central)

• On-line approval of vacancies

• Managers, administrators and panel members able to all review applications on-line and have full visibility of job/ candidate status

• The targeted use of filter questions and on-line candidate search

• A single, integrated redeployment pool

• On-line functionality for candidates to register their details, apply for individual jobs and track their applications, receive job alerts/ communications and join candidate pools

eRecruit demo - homepage

Job requisition

• Member of HR Faculty/ Divisional Team will co-ordinate workflow, working closely with

the recruiting contacts for the job

• Relevant staff will be allocated on a per position basis by HR Team eg Recruiting Manager, administrator, panel members (including external members) – you will have full view of the job details when you log in

• Default Approval, Application and Selection processes for different job categories (eg support, academic, externally funded researchers)

• Processes can be amended on a per position basis where necessary

• HR Team will send designated approvers for the job an e-mail from the system to confirm approval

• Jobs cannot proceed to go live until approved

eRecruit demo – jobs pages

Redeployment and candidate pools

• Single redeployment database in eRecruit for all ‘at risk’ staff – storing CV and profile

of registered redeployees

• Replacing current 2 tier system for support and academic staff; current Faculty redeployment check will no longer be required

• HR will do single check on system and confirm matching candidates to users assigned to the job

• Same process for candidate pools where applicable (eg admin, library, site services) – potentially avoids necessity to individually advertise high volume vacancies

• If job not filled at redeployment stage (or through pool) then Faculty/ Division HR Team will post on web

eRecruit demo – redeployment and candidate pools

Long-list/ short-list stage

• On closing date HR Team will send users assigned to the job an e-mail from system with single PDF file containing all applications

• Optional long-listing stage (for high volumes)

• Panel can view all applications on line or PDF or print locally (from single PDF) and assess on or off line – recognised that panels work together in different ways

• Final short-listing decision for each candidate recorded on line (by Chair or delegated) to trigger next part of process and provide formal record of decision

eRecruit demo – long-list/ short-list

Interview and selection process

• Faculty/ Divisional HR Team will co-ordinate – liaising with recruiter regarding availability of panel, local room bookings etc

• HR team will log details of interview slots in eRecruit and e-mail details from the system to the panel and candidates

• Facility to offer candidates slots to self-select – may be useful on occasions

• References requested and uploaded through eRecruit

• Interviews and tests, presentations etc carried out off-line – panel members will complete paper assessments of candidates as now

• Final panel decision for each candidate recorded on line (by Chair or delegated) to trigger next part of process and provide formal record

• Formal offer process triggered – contracts of employment issued off-line (on-line in

phase 2 of eRecruit implementation

eRecruit demo – interview and selection process

Candidate experience

• Register basic details to set up their Candidate home page

• Apply on line – academic process (CV based); support application form

• Register for e-mail alerts

• Register profile/ CV to join candidate pools – e-mail when job match

• Manage and track applications

• E-mail communications as progress or unsuccessful

Next Steps Timeline Activity

On-going Central updates through eRecruit web pages/ e-mails

On-goIng HRM’s and HR Teams to engage with recruiters in their areas re new system/ processes

August Completion of configuration/ jobs web pages work

Late August On line guidance issued

Early Sept Change readiness survey

Early Sept System training for all HR users and key recruiters

Deadline 2-3 weeks before go-live

For submitting new vacancies through BORIS; dual running for vacancies still in process

1 Oct (tbc) Go live

Post go-live

Your HR Team are point of contact when you need to recruit

Contacts and queries

• Any final questions? • Your Faculty/ Divisional HR Team are your main point of contact • Further information on the new system and implementation at: www.bris.ac.uk/hr/resourcing/erecruit