1. eRecruit Process Walkthrough September 11, 2006

2. 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. 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. 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. 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. 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. 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. 8 Recruitment Structure by Role

9. 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. 10 Recruitment Scenario – Step 1 RECRUITER Creates a job requisition to begin the recruitment process for the job of Secondary Teacher and Posts the Job The recruiter searches the talent pool of qualified candidates for teaching opportunities with the District. Qualified candidates are invited to apply for a teaching job.

11. 11 Recruitment Scenario – Step 2 Registers in eRecruit and completes a candidate profile to apply for a… Job Job Promotion Promotion Transfer Transfer Re-hire Re-hire All candidate profiles are maintained in the Talent Pool JOB APPLICANT Tanya is an External Candidate

12. 12 Recruitment Scenario – Step 3 Maintains employment test scores in eRecruit Administers employment assessment process to candidates Employment Eligibility List Job Class:xxx 1. xxxxxxxxxxx 2. xxxxxxxxxxx 3. xxxxxxxxxx 4. xxxxxxxxxx 5. xxxxxxxxx Maintains electronic employment eligibility lists in eRecruit RECRUITER

13. 13 Recruitment Scenario – Step 4

14. 14 Recruitment Scenario – Step 5

15. 15 Integration with SAP HR Sub Modules

16. 16 eRecruit Sigma Scheduling Enhancement Score import Candidate Data Candidate Information Candidate Schedule for Test/Interview Another View of eRecruit Integration with Personnel Administration and Other Functions Personnel Administration

17. 17 Key Changes Current ProcessNew 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. 18 Current ProcessNew 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. 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. 20 A Glance at e-Recruit (eRC): Candidate Profile (Candidate Perspective) Tabs indicating separate screens to be completed by candidate

21. 21 A Glance at e-Recruit (eRC): Candidate Profile (Work Experience Screen)

22. 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. 23 A Glance at e-Recruit (eRC): Candidate Profile (Transfer Screen)

24. 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. 25 A Glance at e-Recruit (eRC): Candidate Profile (License/Certifications Screen)

26. 26 This tab will present the questionnaire that the candidate has to complete as part of the application process A Glance at e-Recruit (eRC): Application Wizard (with Questionnaire)

27. 27 A Glance at e-Recruit (eRC): Questionnaire

28. 28 Note: Employment Exam Information Tab – (job requisitions) A Glance at e-Recruit (eRC): Requisition (Job or Position)

29. 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. 30 SAP Processes: Running an Electronic Eligibility List eRecruit Reports Click here to find the eligibility report

31. 31 SAP Processes: Eligibility List for Secondary Teacher

32. 32 SAP Processes: Eligibility List for Technical Project Manager

33. 33 Communications and Training Highlights AugSeptOct.Nov 2006 Dec End User Training* Jan Go Live Campaign Process Walkthroughs On- going specific messages 2007 My change and training guide

34. 34 Sample of eRecruit Training Curriculum Course TitleDelivery MethodDuration (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. 35 More Project Information To learn about the BTS project: –Check out the BTS Website (www.lausd.net/bts) –E-mail bts@lausd.netbts@lausd.net

36. 36 Questions Before leaving the room, please make sure that you have –Signed in –Completed the Process Walkthrough Assessment Survey

37. 37

38. 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