QUEEN’S UNIVERSITY RECRUITMENT MANAGEMENT SYSTEM (for Staff & Research Appointments)

OVERVIEW What is a Recruitment Management System? Vision Statement Functionality: Approval to fill vacancy Attracting Candidate Pools Sorting Candidates Screening Candidates Coordinating Interviews Reporting & Metrics Change Management Plan Project Plan – High Level Questions/Discussion

WHAT IS A RECRUITMENT MANAGEMENT SYSTEM? A Recruitment Management System (RMS), is a software that helps facilitate, track, and report an organization’s recruitment activities. The system we purchased can: Begin the recruitment process by obtaining approvals Advertise our jobs Collect, sort, distribute candidate information Screen candidates using pre-qualifying questions Communicate with others who are part of the recruitment process (Candidates, Hiring Committees, Hiring Manager, Central HR) Facilitate the creation/sharing of offer paperwork Offer robust reporting

RMS VISION STATEMENT To streamline the hiring process, allowing the university to attract high quality candidates and move them quickly and smoothly through the selection process. The system will free hiring managers to focus on selecting the best talent in a timely and professional fashion leading to great hires, quality data for future use and a university reputation as an employer of choice.

APPROVAL TO FILL VACANCY Current State: Using a paper approval form Moves from department to department using inter-office mail Future State: Online form within RMS Approvers receive an email notification and can approve right in the email Everything is tracked and time stamped within RMS

ATTRACTING APPLICANT POOLS Current State: We advertise our positions on the Queen’s University Careers site For some positions we develop an advertising strategy and pay for 3rd party job sites and/or publications, but we never know what our ROI actually is Essentially we ‘post and pray’ for candidates Future State: When using 3rd party websites we will be able to report on their effectiveness Potential applicants are able to set up ‘career alerts’ to be notified when a suitable position becomes available Over time we will develop a database of professionals who are interested in working at Queen’s, which we are able to search

SORTING CANDIDATES Future State: Current State: Candidates email their cover letter and resume to HR inbox 1 person manually reviews applications and places them in appropriate competition folder 1 person reviews the work done by the 1st person to ensure accuracy Future State: Candidates create a profile within RMS and apply to positions directly without need for further manual sorting Ability to identify candidates internal to an employee group as necessary for policy/collective agreement compliance.

SCREENING CANDIDATES Current State: Once a competition closes and all candidates are manually sorted, the resumes are loaded into Qshare to grant hiring committee access Hiring Committee reviews all resumes, which can be time consuming (up to 200 applicants) Future State: RMS has ability to ask a set of questions to all candidates. Some give candidates a score and some are knock-off questions, so you can easily see candidates who meet your baseline qualifications The system is able to facilitate the Hiring Committee feedback process by letting the Hiring Manager shortlist the candidates and collecting a simple response of Exceeds, Meets, and Does Not Meet requirements response

COORDINATING INTERVIEWS Current State: Done by manually by email or over the phone. Can be difficult to coordinate. Future State: The system offers a interview scheduling module Multiple times can be offered to a group of candidates, and as each selects their time, that time is no longer available for other candidates. There is an expiry date, so candidates are no longer able to respond once the expiry date has passed.

REPORTING & METRICS Current State: Bare minimum done manually Future State: Equity reporting – Available for all competitions Advertising – ROI Hiring Activity – Volume, Time, Effectiveness

Change Management Plan This group has identified key stakeholders, who we will communicate and train based on their individual needs. We’re working with Communications Department on this. We have already done a number of presentations for groups around the university Presentation at Key Administrator Meetings Across the University (All Hands HR, VPFA, Business Officers, Operating Review Committee, Union Groups, etc.) We are currently presenting this Travelling Roadshow to present to departments such as yourselves, which the Change Team helped plan We have a project website where we can share updates and information about the project We have conducted User Acceptance testing, which went well and where we identified 79 changes we wanted to make to the system. User training for Hiring Managers, HR Users, and Internal Candidates is currently being developed. Upon go-live, we are anticipating addition support will be needed by departments. We are currently developing online training modules (UPKs), are updating our recruitment process reference guides, and are updating key training modules (Recruitment Bootcamp) to reflect our new processes and tools. I (Paul) is 100% dedicated to this project, so will be available for all escalations.

Project Plan – High Level Values Document (Final) – Dec 2016 Stakeholder Mapping – January 2017 Communications – Ongoing Targeted For Key Stakeholders – Facilitated by OD&L Website Branding – Winter 2017 System Configuration – March 2017 User Testing – March 2017 User Training (Train the Trainer) – April & May 2017 Online User Training/Reference Material – April & Mary 2017 Go Live – Mid to End May 2017

DISCUSSION/QUESTIONS