New Applicant Tracking SystemMajor Process Changes

September 27, 2010

Job Seeker Applicant Selected

CandidateJob

Seeker Applicant Selected Candidate

Job Seeker Applicant Selected

Candidate

• WILL BE ENFORCED BY SYSTEM: Job seeker must submit completed application in order to be considered an applicant

• ENHANCEMENTS: – Multiple attachments– User profile customizations– Job alerts– Candidate communication agent– Resume parsing (pre-populates fields on application)

• Applicant ExperienceMajor Process Changes

Create Requisitions

Manage Requisitions

Take Action on

Requisitions View JobsView/Update

ProfileJob Seeker

Applicant

Preparer

Approver

Hiring ManagerHR Rep/

HR ContactRecruiter

Create Requisitions

Manage Requisitions

Take Action on

Requisitions View JobsView/Update

ProfileJob Seeker

Applicant

Preparer

Approver

Hiring ManagerHR Rep/

HR Contact

Create Requisitions

Manage Requisitions

Take Action on

Requisitions View JobsView/Update

ProfileJob Seeker

Applicant

Preparer

Approver

Create Requisitions

Manage Requisitions

Take Action on

Requisitions View JobsView/Update

ProfileJob Seeker

Applicant

Preparer

Create Requisitions

Manage Requisitions

Take Action on

Requisitions View JobsView/Update

ProfileJob Seeker

Applicant

• System Roles

Create Requisitions

Manage Requisitions

Take Action on

Requisitions View JobsView/Update

ProfileJob Seeker

Major Process Changes

• Job Requisitions/Postings– CHANGE IN PRACTICE: Applicants for research jobs

can now submit documentation online– NEW REQUIREMENT: It will now be standard practice

across all areas to post jobs for a minimum of 5 days– CHANGE IN PRACTICE: Job requisitions will be posted

48 hours after submitted to a Talent Acquisition recruiter

– CHANGE IN PRACTICE: Applicants will be referred to hiring departments 5 days after the requisition is posted

Major Process Changes

• Job Requisitions/Postings– CHANGE IN PRACTICE: Departmental Postings will

be discontinued • Internal Postings will be used (open to Institute

employees)• Mitigates risk for the Institute

Major Process Changes

• Building of Candidate Pool– INCREASED OPPORTUNITY: If pool of candidates is

inadequate, recruiter will work with hiring manager to recalibrate and/or refine sourcing efforts• Mitigates risk for the Institute

Major Process Changes

• Selection Process– CHANGE IN PRACTICE: Can no longer screen out

candidates if cover letter is not submitted• It’s the law

– CHANGE IN PRACTICE: All applicants must meet minimum requirements to be advanced to the hiring manager• Recruiter will partner with hiring manager to determine

prescreening criteria • Differentiate jobseekers from applicants based on

responses to prescreening questions

Major Process Changes

• Status Changes– CHANGE IN PRACTICE: Take action on applicants

throughout the process to trigger automatic workflow actions

– ENHANCEMENTS: • Selection and disposition will be standardized (drop down

selection)• Bulk dispositioning

– CHANGE IN PRACTICE: Contingent offers must now be made before background checks• Enhancement: All background check forms will now be

sent and tracked through the system

Major Process Changes

• Selection Process– CHANGE IN PRACTICE (OPTIONAL): Reference

checks can now be maintained in the system• Offers potential for building repository of reference

contact information– Capability to generate and collect reference requests through

system– Recruiter can attach reference letters to candidate’s profile

Major Process Changes

• Offer Process– CHANGE IN PRACTICE (Research Faculty): Finalized

offer letters will be sent after background check– NEW REQUIREMENT: Offer letters will be

generated and sent through the system• Offer letter templates with editable sections will be

available in the system• Mitigates risk for the Institute• Provides centralized repository of offer letters• Departments will be able to enter documentation in the

system which can be shared between Talent Acquisition and Global Human Resources

Major Process Changes

• Metrics– NEW FEATURE: Reporting and analytics• Standard reports will be available to hiring managers

and HR Reps/Contacts – Open Requisitions Aging– Average Time to Hire– Applicant Details

• Reports are available real-time

Major Process Changes