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CYFLWYNIAD I E-RECRIWTIO E-RECRUITMENT INTRODUCTION Darren Sidell Swyddog Datblygu System AD HR Systems Development Officer Adnoddau Dynol Human Resources.

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Presentation on theme: "CYFLWYNIAD I E-RECRIWTIO E-RECRUITMENT INTRODUCTION Darren Sidell Swyddog Datblygu System AD HR Systems Development Officer Adnoddau Dynol Human Resources."— Presentation transcript:

1 CYFLWYNIAD I E-RECRIWTIO E-RECRUITMENT INTRODUCTION Darren Sidell Swyddog Datblygu System AD HR Systems Development Officer Adnoddau Dynol Human Resources Dydd Iau, 30 Awst 2012 Thursday, 30 August 2012

2 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

3 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…..

4 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)

5 Why do we need e-Recruitment? e-Work Post request e-Work Auths e-Work Advert Advert Agency and Bangor Job Website Agresso Vacancy Record Created Candidate Downloads form & FP or Packs sent out. HR Email application received Agresso Applicant record created Application forms printed Equal Opps section numbered, removed & entered in Agresso Shortlisting packs produced Shortlisting Agresso Updated HR Arrange Interviews by email / phone Appointment made e-Work HR Contract issued (e-Work) Contract Pack printed and posted Signed Contract and Personal Info Sheet Returned (e- Work) Agresso HR Record Created New staff member commences employment Current Process

6 Why do we need e-Recruitment? Between 250-300 advertised posts a year ~5000 applications ~1000 application packs sent out ~£250k advertising costs

7 Why did we need e-Recruitment? Identify Vacancy New staff member commences employment ? All steps in e-Recruitment Future Process

8 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

9 Lumesse TalentLink Software as a service –Cloud computing –Configured service to our requirements Multilingual Configurable post-implementation

10 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

11 What about Paper applications? Continue to accept paper applications for all types of posts for accessibility reasons. Applications will be scanned and uploaded

12 Demo 1: A quick look at

13 Approval Process Workshops Focus on Job Approval Process Not driven by failures

14 Process Transformation Moved from sequential to parallel approvals Multiple Processes Transformation

15 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.

16 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

17 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

18 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

19 Demo 2: Creating a Job Requisition

20 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.

21 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.

22 What happens next? Your user accounts will be created in the next few days and you will receive an activation email as follows: From: 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) Dilynwch y linc i gwblhau y broses gofrestru. 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) Follow the link to complete the registration process. Human Resources Bangor University

23 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: – REMEMBER: All Advertised jobs to go through e- Recruitment by the end of September 2012!

24 Which System should I use? Request Type Advertised (External or Internal) Not Advertised New Poste-Recruitmente-Work Fill a vacant existing Poste-Recruitmente-Work Bucket post (e.g. Domestics / PTL)N/Ae-Work Fixed Term Contract ExtensionN/Ae-Work This is likely to be enforced from 1 October 2012

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

26 Time permitting! Demo 3: A quick look at the live system

27 Questions / Discussions

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