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

2. 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

3. 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

4. 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.

5. 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 notification and can approve right in the
Everything is tracked and time stamped within RMS

6. 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

7. SORTING CANDIDATES Future State:
Current State:
Candidates 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.

8. 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

9. COORDINATING INTERVIEWS
Current State:
Done by manually by 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.

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

11. 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.

12. 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

13. DISCUSSION/QUESTIONS