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FLCUPA-HR Summer Conference Monday, June 12, 2006 July 12, 2006 SPC Online Application System Streamlines Employment FLCUPA-HR Summer Conference CONVENIENCE.

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Presentation on theme: "FLCUPA-HR Summer Conference Monday, June 12, 2006 July 12, 2006 SPC Online Application System Streamlines Employment FLCUPA-HR Summer Conference CONVENIENCE."— Presentation transcript:

1 FLCUPA-HR Summer Conference Monday, June 12, 2006 July 12, 2006 SPC Online Application System Streamlines Employment FLCUPA-HR Summer Conference CONVENIENCE & CANDIDATES: Presented by: William Haun Sr. Web Analyst/Programmer, Web & Instructional Technology St. Petersburg College haun.william@spcollege.edu Patty Jones Associate Director, Human Resources St. Petersburg College jones.patty@spcollege.edu

2 AGENDA I.Where St. Petersburg College has been II.Progress in Technology III.Improvements for Human Resources staff IV.Improvements for Applicants V.Improvements for Hiring Managers/Reviewers VI.Success VII.The future for SPC July 12, 2006FLCUPA-HR Summer Conference

3 Where St. Petersburg College Has Been Paper-and-pencil application system completely replaced by online system The first online system was a step forward, but still lacking July 12, 2006FLCUPA-HR Summer Conference

4 Progress in Technology July 12, 2006FLCUPA-HR Summer Conference

5 Progress in Technology New web-based system implemented using PHP and SQL Server 1)Pros: - access from anywhere - easier to maintain and update - much more user-friendly and secure 2)Cons: the web browser nightmare

6 Progress in Technology Why Security Matters Your clients trust you with their personal data. YOU are responsible for its safe-keeping. 2004 – ChoicePoint system security breach exposes 140K+ consumers 2005 – 1.2 million federal employees' SSNs and account information lost by Bank of America 2006 – 26.5 million veterans Personal Data stolen July 12, 2006FLCUPA-HR Summer Conference

7 Progress in Technology Why Security Matters Florida Security Breach Law HB 481, signed June 14, 2005, Chapter 2005-229. Effective July 1, 2005. Requires notice within 45 days to consumers of material breach in the security, confidentiality or integrity of computerized, unencrypted personal information held by a person who conducts business in the state. Fines are imposed for each day after 45 that the breach goes undisclosed. $1,000/day, then $50,000/month, and up to $500,000 after 180 days. July 12, 2006FLCUPA-HR Summer Conference

8 Progress in Technology Security Details 128-bit SSL encryption – for data connections128-bit SSL encryption – for data connections Separate RC4 encryption for SSN storage Encrypted SSN looks like this: î*½th ¿Separate RC4 encryption for SSN storage Encrypted SSN looks like this: î*½th ¿ HR & Hiring Manager access via Microsoft Active DirectoryHR & Hiring Manager access via Microsoft Active Directory Restrictions on who can see SSNs (XXX-XX-6591 format for non-HR viewers)Restrictions on who can see SSNs (XXX-XX-6591 format for non-HR viewers) Session timeout on public computersSession timeout on public computers July 12, 2006FLCUPA-HR Summer Conference

9 Improvements for Human Resources Staff Improved Workflow, Increased Productivity Ease in posting and editing – faster and more accurateEase in posting and editing – faster and more accurate Easily searchable (position number, first or last name, type of position, date of application, address, phone, FT/PT, application confirmation #)Easily searchable (position number, first or last name, type of position, date of application, address, phone, FT/PT, application confirmation #) Ability to sort positions/applications multiple waysAbility to sort positions/applications multiple ways HR can remove applicants who do not meet the minimum qualifications (managers/reviewers never see them)HR can remove applicants who do not meet the minimum qualifications (managers/reviewers never see them) HR and Equity office both tie in to systemHR and Equity office both tie in to system Can easily check every position for which a person has appliedCan easily check every position for which a person has applied Easily e-mail applicant if he/she is missing pool authorization card or applicationEasily e-mail applicant if he/she is missing pool authorization card or application Homegrown system meets SPCs unique needs; bugs can be fixed and features can be updated quicklyHomegrown system meets SPCs unique needs; bugs can be fixed and features can be updated quickly July 12, 2006FLCUPA-HR Summer Conference

10 Improvements for Human Resources Staff Automation open date allows job to be posted in the system ahead of the date its actually live to the publicopen date allows job to be posted in the system ahead of the date its actually live to the public review date triggers a reminder for HR to review applicant pool for diversity before authorizing the system to forward it to the equity officerreview date triggers a reminder for HR to review applicant pool for diversity before authorizing the system to forward it to the equity officer system-generated e-mails remind key players of the status of positionssystem-generated e-mails remind key players of the status of positions Automatically archives old positions, applications and pool authorization cardsAutomatically archives old positions, applications and pool authorization cards Employment Verifications are much easier to collectEmployment Verifications are much easier to collect July 12, 2006FLCUPA-HR Summer Conference

11 July 12, 2006FLCUPA-HR Summer Conference

12 Applicant for Computer Support Specialist position has commuter experience July 12, 2006FLCUPA-HR Summer Conference

13 "Experienced supervisor, defective with both rookies and seasoned professionals. July 12, 2006FLCUPA-HR Summer Conference

14 "I need just enough money to have pizza every night." July 12, 2006FLCUPA-HR Summer Conference

15 "I'll need $30K to start, full medical, three weeks of vacation, stock options and ideally a European sedan." July 12, 2006FLCUPA-HR Summer Conference

16 "Please don't regard my 14 positions as job-hopping. I never once quit a job." July 12, 2006FLCUPA-HR Summer Conference

17 "I prefer informality like wearing sports shirts and sandals for footwear in the summer. I prefer setting my own pace. When things get slack I like the right to walk out and get a haircut during working hours." July 12, 2006FLCUPA-HR Summer Conference

18 "Consistently tanked as top sales producer for new accounts." July 12, 2006FLCUPA-HR Summer Conference

19 "I am quick at typing, about 25 words per minute, 35 with caffeinated coffee." July 12, 2006FLCUPA-HR Summer Conference

20 "Being in trouble with the law, I moved quite frequently." July 12, 2006FLCUPA-HR Summer Conference

21 "Seeking a party-time position with potential for advancement." July 12, 2006FLCUPA-HR Summer Conference

22 Improvements for Applicants User-friendly postingsUser-friendly postings –HR Employment web page and the application forms are much more browser compatible –Easy options for type of listings to view –Consistent formatting –Links to position descriptions –Status color codes –Listings RSS feed Clear and secure application processClear and secure application process –Personal information is much more secure (public/private computer, SSL, encrypted SSN) –Ability to add more employers, references, degrees, etc. –Shows progress as applicant moves through the application; ability to go back at any point

23 Improvements for Applicants Review and ConfirmationReview and Confirmation –Gives applicant a printer-friendly view of the completed applications before submission –Sends applicant a confirmation e-mail after submission System remembers key informationSystem remembers key information –Basic contact information automatically pours into pool authorization card from application (and vice-versa) –Remembers if applicant has, within the last 6 months, submitted the correct application for the classification of position indicated by pool authorization card (and tells applicant) July 12, 2006FLCUPA-HR Summer Conference

24 Improvements for Hiring Managers/Reviewers Real-time, 24/7 online access to fully updated poolsReal-time, 24/7 online access to fully updated pools Employment Verification Form is populated from the application and prints by clicking an icon right on the application.Employment Verification Form is populated from the application and prints by clicking an icon right on the application. Applications are more compact and legibleApplications are more compact and legible Can see applicants résumé on the applicationCan see applicants résumé on the application July 12, 2006FLCUPA-HR Summer Conference

25 Success 1.In Human Resources, improved workflow means increased productivity 2.HR dropped off the colleges internal security risk list 3.Increased goodwill between HR and hiring managers/reviewers It still thrills me how wonderfully this works. - Executive Staff Assistant Really like the compact format [of applications]. - Director, Web & Instructional Technology Services July 12, 2006FLCUPA-HR Summer Conference

26 Success 1.In Human Resources, improved workflow means increased productivity 2.HR dropped off the colleges internal security risk list 3.Increased goodwill between HR and hiring managers/reviewers Truly liked the single-click capability of getting the details about any given position. - Applicant As a manager, I did not have to wait for hard copies of applications to be mailed to me. I could review them on-line and only print the ones that I felt were qualified to be interviewed. - Hiring Manager July 12, 2006FLCUPA-HR Summer Conference

27 Success 1.In Human Resources, improved workflow means increased productivity 2.HR dropped off the colleges internal security risk list 3.Increased goodwill between HR and hiring managers/reviewers I like the ability to share information with interview teams without killing a thousand trees. - Provost If a new applicant comes in after the close date you can still view it and not wait for HR to send a new batch. - Hiring Manager July 12, 2006FLCUPA-HR Summer Conference

28 Success 1.In Human Resources, improved workflow means increased productivity 2.HR dropped off the colleges internal security risk list 3.Increased goodwill between HR and hiring managers/reviewers The [old] process took too long to share applications... The new process allows us to respond in a more timely manner. - Associate Provost I like the 'at-a-glance' aspect of color utilization to indicate status. - Applicant July 12, 2006FLCUPA-HR Summer Conference

29 The Future for SPC Ability for HR and applicants to update applicationsAbility for HR and applicants to update applications Record and track which applicants were interviewed and which were hiredRecord and track which applicants were interviewed and which were hired Automatic generation of thanks but no thanks e-mails to applicants not hiredAutomatic generation of thanks but no thanks e-mails to applicants not hired Automatic notification to hiring managers that new applicants are in the poolAutomatic notification to hiring managers that new applicants are in the pool Daily/weekly summary of job opening activity sent to hiring managersDaily/weekly summary of job opening activity sent to hiring managers Robust reporting features to track applicant trends (demographics, how heard about the job)Robust reporting features to track applicant trends (demographics, how heard about the job)

30 July 12, 2006FLCUPA-HR Summer Conference Presented by: William Haun Sr. Web Analyst/Programmer, Web & Instructional Technology St. Petersburg College haun.william@spcollege.edu Patty Jones Associate Director, Human Resources St. Petersburg College jones.patty@spcollege.edu Question & Answer


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