1 Focus Group Summary and Next Steps Presentation to ULs and HRCG March 21, 2008

2 Agenda Summary of Focus Groups Summary of Focus Groups Top Items Identified Top Items Identified Prioritization of Items Prioritization of Items

3 Focus Group Summary 3 Unit HR Groups 3 Unit HR Groups 4 Hiring Manager Groups 4 Hiring Manager Groups 1 EPC Group 1 EPC Group 1 IT Commons Group 1 IT Commons Group

4 Focus Group Questions 1) Assess the Recruit and Hire user experience in the three main eMploy uses: 1) Assess the Recruit and Hire user experience in the three main eMploy uses: The job posting process The job posting process Working with candidate pools Working with candidate pools The offer process The offer process 2) Inquire about the use of resources 2) Inquire about the use of resources 3) Ask what one burning need, issue or desired change users would most like to highlight 3) Ask what one burning need, issue or desired change users would most like to highlight

5 Customize the System to UM Culture Remove or gray out fields that are not used Remove or gray out fields that are not used Rename fields to better match UM terminology Rename fields to better match UM terminology Include more required fields to verify data entry is completed properly Include more required fields to verify data entry is completed properly Eliminate need to update posting content in three places Eliminate need to update posting content in three places Reduce the number of clicks (includes clicking through unneeded fields and typing entries in directly, such as department number) Reduce the number of clicks (includes clicking through unneeded fields and typing entries in directly, such as department number)

6 Increase Current System or Process Capabilities the hiring team when job is posted the hiring team when job is posted Fix the “save for later” and “RIF” features Fix the “save for later” and “RIF” features Consolidate access to job aids, newsletters and online training resources Consolidate access to job aids, newsletters and online training resources Improve the efficiency of reviewing and dispositioning multiple resumes Improve the efficiency of reviewing and dispositioning multiple resumes Enhance the home page to add department name under My Requisitions and increase the number of job requisitions which display Enhance the home page to add department name under My Requisitions and increase the number of job requisitions which display Improve screening of applicants Improve screening of applicants

7 Implement Business Process Changes Units need to clarify internal roles and responsibilities Units need to clarify internal roles and responsibilities Offer instructor led training for the Hiring Manager role Offer instructor led training for the Hiring Manager role University leadership should encourage units to review business practices to take advantage of the new technology and how this can streamline business processes within a Unit University leadership should encourage units to review business practices to take advantage of the new technology and how this can streamline business processes within a Unit Provide recruiting support to increase hard to find applicant pools Provide recruiting support to increase hard to find applicant pools

8 Applicant Survey More than 430 applicants (current employees and external applicants) More than 430 applicants (current employees and external applicants) 42% of those surveyed indicate the system is easy or very easy to use; 14% were neutral, 30% found it somewhat easy and 12% indicated it was not easy at all to use 42% of those surveyed indicate the system is easy or very easy to use; 14% were neutral, 30% found it somewhat easy and 12% indicated it was not easy at all to use System enhancements applicants would most like to see include System enhancements applicants would most like to see include Separate cover letter from resume (42%) (NOTE: Hiring Managers had mixed feedback on this change) Separate cover letter from resume (42%) (NOTE: Hiring Managers had mixed feedback on this change) Apply for multiple jobs at one time (40%) (NOTE: Hiring Managers would not like to see this change) Apply for multiple jobs at one time (40%) (NOTE: Hiring Managers would not like to see this change) Shopping cart to hold requisitions until you complete bid (36%) Shopping cart to hold requisitions until you complete bid (36%) Enable applicants in gaining access to their account when they cannot recall their user ID or password Enable applicants in gaining access to their account when they cannot recall their user ID or password Expand system ability to support additional browsers and document types Expand system ability to support additional browsers and document types

9 Items Addressed Since the Focus Groups Were Held Improve the ability to Print multiple resumes Improve the ability to Print multiple resumes Disable the Pop-Up blocker when reviewing resumes Disable the Pop-Up blocker when reviewing resumes These capabilities are now available These capabilities are now available Every User highlighting the eMploy Newsletter with instructions delivered 3/13/08 Every User highlighting the eMploy Newsletter with instructions delivered 3/13/08 UHR website: Recruitment resources, Jan 2008 URL : wsletter/index.html UHR website: Recruitment resources, Jan 2008 URL : wsletter/index.html wsletter/index.html wsletter/index.html

10 Flagging Applicants that are Not Eligible for Rehire No way to match applicant to former employees: no key identifier No way to match applicant to former employees: no key identifier Ability to be a new applicant every day Ability to be a new applicant every day UMID as a key identifier would require a two- step application process UMID as a key identifier would require a two- step application process Unit HR has access to restricted table to check rehire status for their short list of applicants Unit HR has access to restricted table to check rehire status for their short list of applicants

11 What Is on the Agenda to Pursue Hide or grey out unused fields Hide or grey out unused fields Rename fields to UM terminology Rename fields to UM terminology Include more required fields to verify data entry is completed properly Include more required fields to verify data entry is completed properly Improve applicant screening through pre- screening questions Improve applicant screening through pre- screening questions Investigate hiring faculty through eMploy Investigate hiring faculty through eMploy

12 Prioritize the Remaining List for Inclusion in Next Steps Focus is for Recruit and Hire modules Focus is for Recruit and Hire modules Use Option Finder technology to prioritize the items Use Option Finder technology to prioritize the items Select among the paired choices Select among the paired choices