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eRecruit Process Walkthrough
September 11, 2006
2
Agenda
• Objectives of the Process Walkthrough
• Recruitment-related Key Terminology
• Recruiting in the Employee Life Cycle
• Selected Recruiting Process Flow
• Key Changes Overview
• Integration Points
• A Glance into SAP
– Selected screenshots from one or several work steps of the process flow that best reflect the changes and/or integration points
• Communications and Training Highlights
3
Objectives and Key Highlights
• Presentation of the Overall Recruiting Process from an LAUSD Perspective: – Filling a Position
– Conducting a Recruitment Campaign
– Applying to a Job
• Integration:– How eRecruit Integrates with Personnel Administration,
Organizational Management and Position Budget Control
• A Glance into SAP:
– How to Run the Eligibility List and Access Candidate Profiles
• Access to Recruitment Data: – What level of information do recruiters, other central HR
personnel, hiring managers and candidates view depending on their access rights.
4
SAP eRecruit Key Terminology
• SAP: “System Applications and Products” is the name of the software vendor and its core integrated product – SAP R/3.
• eRecruit: : An SAP module that standardizes and improves the efficiency of the recruitment and selection process
• Job Posting: : A function that can directly post job ads on the District’s website, on-line job boards, etc.
– Can track applicants using posting “reference numbers”
• Process Template:: A set of established steps to be completed during the recruitment process that allows tracking of progress of candidates
• Requisition: : A function that drives the recruitment process at the job level or the process for filling a single position
– Captures data that is used in the creation of ads and other recruitment material as well as data relating to an employment assessment process (exam)
– Can be routed for approval
• Questionnaires: : A function that can be designed to ask a variety of questions
– Can be completed by candidate or recruiter– Can rank candidates based on responses– Can search candidate responses en mass
5
SAP eRecruit Key Terminology
• Process Template: : A set of established steps to be completed during the recruitment process
– Allows tracking of progress of candidates in the recruitment process
• Application Wizard: : A predefined sequence of screens to be completed as candidates apply for a job
– The Wizard guides candidates step-by-step through all application requirements
• Talent Pool: : A holding place for data related to candidate profiles
– Individuals can enter their candidate profile in the talent pool but not apply directly for a specific job
– Recruiters can search or query the talent pool for potential candidates who posses specific skills and meet specific requirements
• Qualifications Catalog: : A function that can be used to track qualifications for a candidate, internal employee, or a specific job class
– Can be used for candidate qualifications which are self-reported or verified by the Human Resources Department
6
Recruiting in the Employee Lifecycle
Create Organizational
Structure
Create Budget & Position
Control
Identify Vacancy in
Organizational Structure
Hire Employees
Assess Candidate
Skills
Recruit Candidates
Administer Benefits
Report Time Run Payroll
Post to Finance
7
What is Recruitment and Selection?
• Recruitment/Selection is the name of the process that includes a series of steps that are performed in the hiring of any employee
• These steps may require an employer, a person seeking employment, or both to perform a certain action
• The recruitment process may be initiated by an employer creating a job requisition and job posting or other action
• A job seeker, or candidate, may start the recruitment process by creating an electronic candidate profile in eRecruit
8
Recruitment Structure by Role
9
Recruitment Scenario – Process Illustration
It is early spring and the District is beginning the process of filling teaching positions for the upcoming school year. Tanya Roberts is interested in teaching at a secondary school.
We will follow Tanya along the recruitment and hiring process in order for you to understand how her data will flow through eRecruit and into SAP.
10
Recruitment Scenario – Step 1
RECRUITERRECRUITER
Creates a Creates a job requisitionjob requisition to begin the recruitment to begin the recruitment
process for the job of process for the job of Secondary Teacher and Secondary Teacher and Posts the JobPosts the Job
The recruiter searches the The recruiter searches the talent pooltalent pool of qualified of qualified
candidates for teaching candidates for teaching opportunities with the opportunities with the
District. Qualified District. Qualified candidates are invited to candidates are invited to apply for a teaching job.apply for a teaching job.
11
Recruitment Scenario – Step 2
Registers inRegisters in
eRecruiteRecruit and and completes a completes a
candidate profile to candidate profile to apply for a…apply for a…
• JobJob
• PromotionPromotion
• TransferTransfer
• Re-hireRe-hire
All candidate profiles All candidate profiles are maintained in theare maintained in the
Talent PoolTalent Pool
JOB JOB APPLICANTAPPLICANT
Tanya is an Tanya is an External CandidateExternal Candidate
12
Recruitment Scenario – Step 3
Maintains employment test Maintains employment test scores in eRecruitscores in eRecruit
Administers employment Administers employment assessment process to assessment process to
candidatescandidates
Employment Eligibility List Job
Class:xxx
1. xxxxxxxxxxx
2. xxxxxxxxxxx
3. xxxxxxxxxx
4. xxxxxxxxxx
5. xxxxxxxxx
Maintains electronic Maintains electronic employment eligibility lists employment eligibility lists
in eRecruitin eRecruit
RECRUITERRECRUITER
13
Recruitment Scenario – Step 4
14
Recruitment Scenario – Step 5
15
Integration with SAP HR Sub Modules
16
eRecruiteRecruit
Sigma
Scheduling Enhancement
Score import
Score import
Candidate Candidate DataData
Candidate Candidate InformationInformation
Candidate Candidate Schedule for Schedule for
Test/InterviewTest/Interview
Another View of eRecruit Integration with Personnel Administration and Other Functions
Personnel Administration
17
Key Changes
Current Process New Process
• Some HR Departments currently collect paper job applications; all transfer requests and requests for re-instatements are currently in paper format
• Candidates apply directly for a specific job
• Requests to fill positions are made using a paper form
• The District will use eRecruit, an online system, to manage all recruit activities (including requests for transfers and re-instatements)
• Candidates can complete a profile on-line in our talent pool which she or he can update at any time and candidates will be able to apply for specific jobs on-line
• Requests to fill positions will be made using on-line position requisitions
18
Current Process New Process
• In many cases, hiring managers do not have access to candidate’s application materials
• Typically it is only Central HR that has access to eligibility lists
• Hiring Managers will have access to candidates’ application materials and candidate profiles (all electronic)
• Soon after go-live, Hiring Managers will have access to electronic eligibility lists for many District job classifications
Key Changes
19
eRecruit System Process
Create and Post Requisition
Create and Edit Questionnaire
Manage Process
Templates
Candidate Creates Profile
in eRecruit
Candidate Applies to a Job
Posting
ID potential job applicants with
Talent Relationship Management
Manage Applications
Track Employment Assessment
Results
Manage Pre-hire Process
Transfer Candidate Data to PA
20
A Glance at e-Recruit (eRC):Candidate Profile (Candidate Perspective)
Tabs indicating separate screens to be completed
by candidate
21
A Glance at e-Recruit (eRC):Candidate Profile (Work Experience Screen)
22
Transfer Tab –Transfer Tab – internal candidates
will request a transfer using this screen
A Glance at e-Recruit (eRC):Candidate Profile (Candidate Perspective)
23
A Glance at e-Recruit (eRC):Candidate Profile (Transfer Screen)
24
Central HR Personnel Staff can document “verified” data and employment assessment results on these screens but the candidate will not be able to view and edit this information
A Glance at e-Recruit (eRC):Candidate Profile (Recruiter’s Perspective)
25
A Glance at e-Recruit (eRC):Candidate Profile (License/Certifications Screen)
26
This tab will This tab will present the present the
questionnaire that questionnaire that the candidate has the candidate has
to complete as to complete as part of the part of the application application
processprocess
A Glance at e-Recruit (eRC):Application Wizard (with Questionnaire)
27
A Glance at e-Recruit (eRC):Questionnaire
28
Note: Note: Employment Employment
Exam Information Exam Information Tab – Tab – (job requisitions)(job requisitions)
A Glance at e-Recruit (eRC):Requisition (Job or Position)
29
Press here to see a
candidate’s profile
A Glance at e-Recruit (eRC):List of Candidate Applied to this Requisition
Personnel Numbers appear here for internal candidates
30
SAP Processes:Running an Electronic Eligibility List
eRecruit Reports
Click here to find the eligibility report
31
SAP Processes:Eligibility List for Secondary Teacher
32
SAP Processes:Eligibility List for Technical Project Manager
33
Communications and Training Highlights
Aug Sept Oct. Nov
2006
Dec
End User Training*
Jan
Go Live Campaign
Process Walkthroughs On- going specific messages
2007
My change and training guide
34
Sample of eRecruit Training Curriculum
Course Title Delivery Method Duration (hrs)
Recruitment Overview
Virtual Course 2
Identify and Source Candidates
Instructor Lead Training
4
Screen Candidates and Generate Eligibility List
Instructor Lead Training
8
Select Candidates and Perform Pre-Hire Process
Virtual Course 2
Hiring Manager Overview
Web Based Learning 2
Hiring Manager Detail
Virtual Course 1
35
More Project Information
• To learn about the BTS project:
– Check out the BTS Website (www.lausd.net/bts)– E-mail [email protected]
36
Questions
• Before leaving the room, please make sure that you have
– Signed in– Completed the Process Walkthrough Assessment Survey
37
38
SAP eRecruit Key Terminology “Cheat Sheet”
• SAP: “System Applications and Products” is the name of the software vendor and its core integrated product – SAP R/3.
• eRecruit: : An SAP module that standardizes and improves the efficiency of the recruitment and selection process
• Job Posting: : A function that can directly post job ads on District website, on-line job boards, etc.
– Can track applicants using posting “reference numbers”
• Process Template:: A set of established steps to be completed during the recruitment process that allows tracking of progress of candidates in the recruitment process
• Requisition: : A function that drives the recruitment process at the job level or the process for filling a single position
– Captures data that is used in the creation of ads and other recruitment material as well as data relating to an employment assessment process (exam)
– Can be routed for approval
• Questionnaires: : A function that can be designed to ask a variety of questions
– Can be completed by candidate or recruiter– Can rank candidates based on responses– Can search candidate responses en mass
• Process Template: : A set of established steps to be completed during the recruitment process
– Allows tracking of progress of candidates in the recruitment process
• Application Wizard: : A predefined sequence of screens to be completed as candidates applies for a job
– The Wizard guides candidates step-by-step through all application requirements
• Talent Pool: : A holding place for data related to candidate profiles
– Individuals can enter their candidate profile in the talent pool but not apply directly for a specific job – Recruiters can search or query the talent pool for potential candidates who posses specific skills and meet specific requirements
• Qualifications Catalog: : A function that can be used to track qualifications for a candidate, internal employee, or a specific job class
– Can be used for candidate qualifications which are self-reported or verified by the Human Resources Department