Dydd Iau, 30 Awst 2012

Thursday, 30 August 2012

CYFLWYNIAD I E-RECRIWTIO
E-RECRUITMENT INTRODUCTION
Darren Sidell
Swyddog Datblygu System AD
Adnoddau Dynol

HR Systems Development Officer

Human Resources

What is e-Recruitment (1)?

An online service for potential candidates to:

Search for jobs

View job details
Apply for jobs
Monitor progress of their application
Arrange interviews
Receive & accept offer
On-boarding
Give feedback

What is e-Recruitment (2)?

An online service for recruiters to:
Build a vacancy
Approve a vacancy
Advertise a vacancy
Links with Job Boards
Facebook / Twitter etc

Monitor applications
Shortlisting
Arranging interviews
Making appointments
On-boarding

- And so much more..

What e-Recruitment is NOT!!

A direct replacement for e-Work
Although it will replace the Post Authorisation process for all
advertised posts (at first)

Why do we need e-Recruitment?

Current
Process

e-Work
Post request

e-Work
Auths

HR
Email
application
received

Agresso
Applicant
record created

HR Arrange
Interviews
by email /
phone

Appointment
made
e-Work

New staff
member
commences
employment

e-Work
Advert

Candidate
Downloads
form & FP
or Packs sent
out.

Application
forms printed

Shortlisting
Agresso
Updated

HR Contract
issued
(e-Work)

Agresso HR
Record
Created

Advert Agency
and
Bangor Job
Website

Agresso
Vacancy
Record
Created

Equal Opps
section
numbered,
removed &
entered in
Agresso

Shortlisting
packs
produced

Contract Pack
printed and
posted

Signed
Contract and
Personal Info
Sheet
Returned (eWork)

Why do we need e-Recruitment?

Between 250-300 advertised posts a year

~5000 applications
~1000 application packs sent out
~250k advertising costs

Why did we need e-Recruitment?

Future
Process

Identify Vacancy

?
All steps in
e-Recruitment

New staff
member
commences
employment

Summary of objectives

Eliminate inefficiencies in our current processes and systems

Automate parts of the process to reduce administrative burden on staff

Create a positive candidate experience.

Shorten time-to-hire and time to offer acceptance to ensure highest quality hires

Reduce our advertising spend

Reduce reliance on agencies for both permanent and temporary hire through
the use of talent pools.

Future proof our recruitment processes against technical / social developments

Improve recruitment metrics and HR data quality.

Automate reporting processes and collect detailed management information.

Offer the potential for collaboration or shared services with other HE institutions
or even organisations outside the sector.

Widen the candidate pool to ensure top quality appointments

Lumesse TalentLink
Software as a service
Cloud computing
Configured service to our requirements

Multilingual
Configurable post-implementation

How can TalentLink help?

Standardise
Templates for Job Descriptions / Person Specifications
Templates for Adverts
Templates for Application Forms

Remove duplication
Automation
Real-time applications monitoring
Equality monitoring
Fully Bi-lingual Service
Filter questions / Auto scoring
Talent pools

What about Paper applications?

Continue to accept paper applications for all types of
posts for accessibility reasons.
Applications will be scanned and uploaded

Demo 1:
A quick look at jobs.bangor.ac.uk

Approval Process Workshops

Focus on
Job Approval Process
Not driven by failures

Process Transformation
Moved from sequential to
parallel approvals
Multiple Processes

Transformation

Approvals
College / School / Department Recruiter approves by
submitting the job requisition
Exec Approval first
HR / Planning / Finance process in parallel
NB: Rejected does not mean Rejected!!

Once fully approved, Contract details are locked but

other information can be edited if necessary.

Types of Users
Standard Roles:

College / School / Department Recruiters

Exec Approvers
HR / Planning / Finance Approvers
HR Officers
HR Recruiters
Panel Members

Other Roles (for special cases):

College / School / Department Job Creator
College / School / Department View only

College / School / Department

Recruiter Actions

Create Job Requisitions

Submit Job Requisitions for approval
Edit Job Requisitions
Approving advert costs Via internal messaging system
Requesting Panel members to be set up
Liaise with HR Recruiters
Monitor applications
Communicating with Panel members
Action the shortlist in the system
Completing the appointment form for the successful
candidate

First steps
Identify vacancy / new post
Think about Job Title, Role Profile / Grade, Contract
dates, Reporting Lines, Funding etc
Use templates to build Job Description and Advert text
Login to TalentLink
Create new Job requisition
Begin filling out form
Either
Complete all and submit for approval or
Save to complete/amend and submit at a later date

Demo 2:
Creating a Job Requisition

Important things to remember

The one field you MUST get right, is the Request Type
field as this drives the whole approval process.
If in doubt, always go for the max. number of funding options.

You are responsible for selecting the approvers for each

job by name.
By submitting a job for approval, you are giving approval
for the job at the College/School/Department level.

From e-Work to TalentLink

Post request Job Requistion

Folder Ref Job Number (BU00000)
Job Ref Job Number (BU00000)
Department Organisational data / Department

Advert text needed at beginning of the process (but not

needed at all for internal only adverts!)
Candidates receive automated email communications
including an electronic offer email.

What happens next?

Your user accounts will be created in the next few days
and you will receive an activation email as follows:
From: hr-systems@bangor.ac.uk
Subject: e-Recruitment : Cyfrif Actifiant / Account Activation
This is a bilingual message, please scroll down for English
Annwyl Jo Bloggs,
Gallwch rwan ddefnyddio eich cyfrif TalentLink ar gyfer Prifysgol Bangor.
Dilynwch y linc i gwblhau y broses gofrestru.
Diolch yn fawr
Systemau AD (Darren Sidell & Jade Luke)
Adnoddau Dynol
Prifysgol Bangor
--------------------------------------------------------------------------------------------------------Dear Jo Bloggs,
You can now activate your TalentLink account for Bangor University.
Follow the link to complete the registration process.
Many Thanks,
HR Systems (Darren Sidell & Jade Luke)
Human Resources
Bangor University

Training
Training will be given on a 1-to-1 basis as and when
each area has identified their first job.
Comprehensive User guides are available here:
www.bangor.ac.uk/humanresources/systems

REMEMBER: All Advertised jobs to go through eRecruitment by the end of September 2012!

Which System should I use?

Advertised
(External or Internal)

Not Advertised

New Post

e-Recruitment

e-Work

Fill a vacant existing Post

e-Recruitment

e-Work

Bucket post (e.g. Domestics /

PTL)

N/A

e-Work

Fixed Term Contract Extension

N/A

e-Work

Request Type

This is likely to be enforced from 1 October 2012

Future plans

Talent Pools
Part-time Lecturers
Domestic / Catering Staff
Short-term contracts (< 3 months)

 Time permitting!

Demo 3:
A quick look at the live system

Questions / Discussions