An integrated recruitment

applicant tracking system

(ATS)

Gemma Limburn , HR Manager/Project Manager, Eastleigh College

and Paul Dedman, HR Manager, Brockenhurst College

5th December 2012

The project

The venture was set up to ensure

both colleges had a fit for purpose

TMS (Talent Management

System) which used web based

technology to efficiently manage

the recruitment process in a

professional, cost effective and

efficient manner.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Project targets (1)

•Streamline administration processes and reduce

manual paperwork;

•Move to an effective on line recruitment solution which

would improve the candidate experience;

•Make significant cost savings in time and advertising

costs including the use of agencies;

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Project targets (2)

•To do this in collaboration with another college so that

good practice and information as well as costs could

be shared;

•Enable the sharing of this with other colleges who

could benefit from it.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Overall aims

To deliver efficiency improvements

within the HR functions at both

colleges, whilst ensuring that we

were able to attract high-quality

candidates for all advertised roles.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Benefits we hoped to

achieve

•Enable the colleges to make significant reductions in their recruitment budgets;

•Improve efficiency of the HR administration function;

•Improve the recruitment service for our managers;

•Improve the overall candidate experience.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

How we managed and

drove the project (1)

•Project implementation process agreed and a

Monster Consultant was then assigned to each

college;

•Project Management from each colleges

perspective;

•Team training at appropriate stages;

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

How we managed and

drove the project (2)

•WebEx meetings and telephone conference

updates on a regular basis;

•All issues were captured on an error log;

•Post ‘go-live’ on-going review.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

What we did

1. Exploration of outsourcing the HR recruitment

process to Blue Octopus – did not fit with current

culture.

2. Exploration of Monster offering a media package

and Talent Management System (TMS) software

solution which would allow us to maintain control of

the process and represent value for money.

3. A decision was made to run with Monster – based

on value for money and an additional shared cost

saving plus recommendation as Monster was

working well with other colleges.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Results/Benefits/Outcomes

(1)

•Both colleges are live with their systems;

•Successful recruitment campaigns realised;

•A good value package that was even further

enhanced by the ability to share with another college.

This not only reduced the cost but also meant there

has been sharing of information and support on the

project implementation;

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Results/Benefits/Outcomes

(2)

•Between a 47 and 52% reduction on the colleges

recruitment budgets in year 1;

•Time savings in administration e.g. bulk updates to

candidates and cross posting of vacancies;

•Improved candidate quality and quantity.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

ROI

Funding Amount - £15,000

SAVINGS

Estimated value pa based on staff time, recruitment

administration and advertising savings

Year 1 Actual Year 1 Actual Year 1

£50,838 (EC 48.5k) (BC 31.5k)

Year 2

£66,938

Year 3

£66,938

Total = 184,714 RO1 = 12.3 x

Total

£

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Lessons learned (1)

•Project Management - In hindsight it was important to

have a designated resource to project manage the

implementation;

• Agree some priorities which you would want from go

live and then to develop others later on which are not

so critical;

•Try and start with an FE based version or ask to see

what other colleges have done;

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Lessons learned (2)

•Writing adverts on job boards requires a different

approach (search engine optimisation);

• Have an open and transparent discussion about the

costs with any collaborative partners before you start as

Monster has no price structure for sharing with other

colleges.

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Future (1)

• A more effective recruitment strategy in respect of

job boards informed by reports from the TMS system

showing where applicants are applying;

•Further recruitment advertising savings by targeting

the job boards that work best for each college;

•Self Service access to the system for managers;

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012

Future (2)

•Further savings on administration time;

•Use of the system for shared talent pools;

•Recruitment shared service provision?

Gemma Limburn , HR Manager/Project Manager, Eastleigh

College and Paul Dedman, HR Manager, Brockenhurst College -

5th December 2012