Dydd Iau, 30 Awst 2012

Thursday, 30 August 2012

CYFLWYNIAD I E-RECRIWTIO
E-RECRUITMENT INTRODUCTION

Darren Sidell
Swyddog Datblygu System AD HR Systems Development Officer
Adnoddau Dynol 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?

e-Work
Post request
Current
Process
HR Agresso HR Arrange Appointment made New staff member
e-Work
Email application Applicant record Interviews commences
Auths e-Work
received created by email / phone employment

Candidate
e-Work Downloads form & Application forms Shortlisting HR Contract issued Agresso HR Record
Advert FP printed Agresso Updated (e-Work) Created
or Packs sent out.

Equal Opps section Signed Contract and

Advert Agency and Agresso Vacancy Shortlisting packs Contract Pack
numbered, removed Personal Info Sheet
Bangor Job Website Record Created produced printed and posted
& entered in Agresso Returned (e-Work)
 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

New staff
member
Identify Vacancy
? commences
employment
All steps in
e-Recruitment
 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 e-

Recruitment by the end of September 2012!
 Which System should I use?

Advertised
Not Advertised
Request Type (External or Internal)
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

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