ecos: transforming your hr experience -...

ECOS: Transforming your HR Experience

Presented by:

Gina Forman, ECOS Business Manager

What is ECOS?


2

xamination ertification nline ystem

ECOS Lessons Learned

Applicant Login

Single-User (business) Login

SSN –“Smart Number”– EZID

Record assignation flexibility

Now time processing

Training – Implementation

Vendor vs In-house talent

System Integrity-Data Security

Accountability vs Flexibility

3


ECOS Intentions

Make it the best system

Automate where possible

Do the Right Thing

Work smarter, not harder

Eliminate double work

Get out of the way and let people work

Ensure accountability is upheld

Provide the necessary flexibility

4


Eliminated Wastes

5


• Defects – System Catches conflicting entries

• Overproduction – Eliminate double work

• Waiting – Automate processes

• Non-Utilized Talent – Focus on importance

• Transportation – Access material anywhere

• Inventory – Organizes activities and tasks

• Motion – Automation removes useless moves

• Extra Processing – Focus on the necessary

ECOS Phase 2 (P2)

Now-Time Certs Processing

Record Maintenance Flexibility

Single User-Login

Streamlined Clunky Manual Processes

Integrate LEAP list

Automate Appropriate Certs

Cert Hire Write-in

6


ECOS Phase 3A (P3A) Applicant Login

Submit Job Applications Online

Update Information

Electronic Correspondence

Manage/Track Records

State HR Shops

Job Control (JC) Synched (Electronic RPA)

Standardized Job Postings

Electronic Employment Contact Letters

Automated Cert Coding

Identify unreconciled Errors/Approvals

Controlled Hiring Unit Access

7


ECOS Phase 3B (P3B)

Applicant Login

Submit Exam Applications Online

Electronic Exam Correspondence

State HR Shops

Streamline Processes - Exam Control

Standardized Exam Bulletins (auto populated)

Share Exam Processing Responsibilities

Test Scheduling:

o Applicant selection

o Auto Schedule

8


Translate ECOS Changes- WIIFM

• What Changes Will ECOS Create?

• What does it do for me?

• What’s In It For Me?

9


Transforming HR

Single Web-Based System

Automation

Data Security

Reporting Capabilities

10


Transforming HR

HR Shops lead as Super Stars

Eliminates Wastes

Standardized Information

Promotes Better Selection Services

Promotes Effective Recruitment

Hiring Manager involvement

Better Serve Employees / Potential Employees

11


ECOS Implementation History

All Phases of Implementation: Grapevine Communication Overview Presentations UAT – familiarization How To Guides Workshop sessions

P2 – Replaced understood Functionality Kick-off Training (large group) Abbreviated training (Admin & Cert)

P3A – Added automated functionality

Kick-off Training (small group – hands on) P3A Lab – individual training & assistance Full Training Classes (Admin, Cert, & Job)

12


ECOS P3B Implementation

Replace & Add Automated Functionality

Overview Presentations

UAT – familiarization

Phased Transition Approach

Groups of Departments (10-20 per group)

Final Phase – Complete Project Transition

Each Implementation will be independent of others

Full Training Classes

Security & Access Monitoring

Individualized Department guidance

13


ECOS P3B Implementation

Department Roles & Responsibilities

Implementation Project roles

Responsible for Reports and Actions

CalHR Roles & Responsibilities

Implementation Project Roles

Individualized guidance

Implementation Scheduling

Scheduling of Training

Department Accountability

14


P3B Implementation Groups

1) Alpha Class – Kick-Off June

2) Bravo Class – Kick-Off July

3) Charlie Class – Kick-Off July/Aug

4) Delta Class – Kick-Off Aug/Sep

5) Echo Class – Kick-Off Sep

6) Foxtrot Class – Kick-Off Sep/Oct

7) Golf Class – Kick-Off Oct/Nov

8) Hotel Class – Kick-Off Nov/Dec

15


Be Prepared for P3B

Stay Informed – Grapevine!

Use Current ECOS Tools (Tool Checklist)

Update Department Data

ECOS Surveys

Submit Required Docs upon Request

16


ECOS Tools Check

Entering JC’s timely – addressing triggers

Publishing Job Posting timely

Ordering Cert(s) timely

Creating Employment Contacts timely

Accepting Electronic Applications

Entering Hard Copy Application Info

Releasing Job Applications to Hiring Unit

Utilize Hiring Approval Process in ECOS

17


Questions

18

Header Text

19

Header Text

ecos: transforming your hr experience -...

Documents