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