1 e-Recruitment Project Overview April 2010

e-Recruitment e-Recruitment Programme The e-Recruitment programme automates transactional and administrative processes and combines them with strategic and people based process to deliver operational efficiencies, cost savings and an enhanced candidate experience across QMUL.

e-Recruitment StepStone i-GRasp e-HR Steering board selected StepStone i-GRasp i-GRasp is a configurable, enterprise e-solution e-enabled recruitment process – On line authorisation – On line sourcing – On line application process and candidate administration – On line offer process Interacting with off line recruitment processes – Candidate selection and assessment – Referencing – On boarding University Market leader

e-Recruitment e-Recruitment Drivers Paper less process wherever possible Cost saving opportunities Reduced time for authorisation Real time audit trail Reduced time to hire Improved candidate experience Candidate reach Real time management information Improved policy compliance Enhanced QMUL profile

e-Recruitment e-Recruitment Pilot SCS and SMD were chosen to pilot the system – Account for majority of QMUL vacancies – Wide range of vacancies – Dedicated recruitment resource SCS pilot go live 3rd March, SMD 15th March Pilot can be run seamlessly alongside business as usual Feedback to inform college wide roll out

e-Recruitment Programme Timetable MilestoneDate Project start up2008 Current state analysisNov 2008 Stakeholder consultationDec 2008 to Feb 2009 Future process reviewApril 2009 ProcurementJune 2009 Process / system specificationNov / Dec 2009 User Acceptance TestingJan – Feb 2010 Team trainingFeb 2010 System configurationFeb 2010 SCS pilot3rd March 2010 SMD pilot15th March 2010 Pilot reviewMay 2010 QMUL roll outJune 2010

e-Recruitment What happens if you need to recruit? To activate vacancy contact your recruitment team in SCS or SMD You will receive: - – I Grasp orientation – containing a link to i-GRasp – online password – starter pack and manual You will be informed when your role is live You will be informed on the closing date and will be able to view applicants Collate pilot feedback to improve process and user experience

e-Recruitment Process Impact Analysis RoleWhats changed Recruiting managerCandidate short listing; Quality MI AuthorisersOn line authorisation FinanceOn line authorisation; Quality MI SCS RecruitersManage the end to end recruitment process – significant change in role / responsibilities HRRetain policy / framework role – but some responsibilities move to recruiter CandidateOn line application; Status updates; Communication; On line Interview booking

e-Recruitment On-line Authorisation JD To beAs is Authorisation Short listing As is Recruitment Process Key Process stage QMUL Careers Offline process Online process On and offline process Web site

e-Recruitment Recruitment Plan / timetable Advert / sourcing On-line Authorisation JD Panel composition To beAs is Authorisation Selection & assessment Short listing Interview notes As is Authorises Offer Selection Offer Panel composition Recruiting line manager role Inform recruiter of Offer details Verbal offer * Process variance – SCS Business Support complete online authorisation

e-Recruitment Advertising Sets up Authorising team To beAs is Select sourcing channels Screening & branching questions AuthorisationSourcing Short listing preparation As is Referencing Offer checklist SelectionOffer Candidate administration Recruiter role Sets publish date & adds IV slots Sets up panel Monitors Authorisation process Activates live vacancy Candidate Status changes at each stage Issue logons Customer training Helpdesk Mgt Info QMUL Careers QMUL I Grasp

e-Recruitment Advertising guidelines To beAs is AuthorisationSourcing As is Complete and send out contract SelectionOffer HR role Authoriser AuthorisationSourcing SelectionOffer Finance role Authoriser Branching question guidelines Publish advert on QMUL Authorisation (Grading check)

e-Recruitment Accessing I-GRasp