PROCESS INNOVATION - Reducing Lead Time to Hire
DTE HR Talent Acquisition Team
MLC Kata Practitioner Day Event
June 16, 2016
DTE Team
• Alicia Harris-Turner
– Manager, Employment Strategy
& Compliance
• Scott Miller
– Manager, Talent Acquisition
• Scott Beltz
– CI Manager, HR
• Bill Decker
– CI Manager, CI Strategy Group
•2
• The PROCESS FRAMEWORK supports the maturity of our PROCESSES toward True North, featuring a progression
through three distinct stages:
– Process Definition
– Process Management
– Process Innovation
developing our PEOPLE in each stage:
•3
PROCESS FRAMEWORK
•4
Our Business Challenge Story
1st Coach
(Learner’s Leader)
Teaches PI through
Coaching Cycles
Supervisor & Team
2nd Coach
(Coach’s Leader)
PROCESS INNOVATION and PROCESS
MANAGEMENT RELATIONSHIP (PDCA)
Learner
(Leader responsible
for the Process)
Implements the steps
of Process Innovation
Learner
Applies PI
with Team (Front Line Leader who leads Huddles)
Works with Learner on
PI experimentation
Periodically
observes and
coaches the 1st
coach
5
PROCESS INNOVATION
Focus is on moving the Process mean (step change)
PROCESS MANAGEMENT
Focus is on process stability, and reducing
variability and eliminating waste (Little Ups)
•6
Components of Process Innovation
1. Understand the Direction – “5 x 6”. Reduce Overall Time to Fill from 85 days to 68
days by Dec. 2015. Reduce by 5 days every 6 months.
2. Conducting Process Analysis to deeply understand the Current Condition.
Understanding process conditions from Job Approval to Offer Acceptance
(Stages 1-4 of Recruiting Process)
3. Establish a Near-Term Target Condition (TC) and timing
4. Conduct PDCA cycles to remove obstacles to move toward TC
Understand the Direction
- Setting Targets
Benchmark Data
The Business Challenge for 2015
•7
Metric DTE Energy Electric Utility-Talent
Acquisition GroupBersin / Deloitte
Overall Time to Fill 85 68.2 55
Leader
Satisfaction
= 4.0
or higher
80 days by Feb 28
75 days by June 30
68 days by Dec 31
Process Analysis
•8
Recruiting Huddle Board
• High level trend of Recruiting process stages
Studying the process to deeply
understand the process stages
The PA Coaching Questions
1. Section 3B
•9
•The Coach asks the Learner the PA questions periodically
(at least weekly) during Process Analysis
Total Overall Time to Fill breakdown
and Focus
•10
Overall Time to Fill (Stages 1 - 4) – Target 85 days or less
Process Analysis: Stage 3
•11
•Go & See data:
Avg. Processing
Time - 2 days
•Go & Sees:
•Discussion with
leaders, then
pareto reasons
Stage 3 Time to Fill – Target 50 days or less
•Go & See data:
Avg. Processing
Time - 6 days
Learnings and Improvements
•12
Legacy process created too much variation and
waste. Candidate would get “stuck” in process
with no communication or feedback
•13
•Multiple steps to accomplish one
task (e.g., schedule interview, etc.)
• Dashboard to review candidates
and no system functionality
Results: Candidates lost in process; leaders were
dependent on recruiters to perform all tasks
•Manual communication to
candidates and leaders
•66 combination of “clicks” to hire an
employee
Mean: 115.12
Std Dev: 76.47
System redesigned reduced 50% of “clicks” and
enabled more functionality that improves
everyone’s experience
•14
•28 combinations of “clicks” to hire
an employee
•System automation eliminates
manual review when candidates
complete our pre-hire assessment
• Automatic notifications ensure
candidate “know” their status
•Simple interface to review and
disposition candidates
•Recruiter is notified when
leader requests interview
Results: Improved candidate experience by reducing
time and improving communications.
Learning: Talent Acquisition focus today on candidate
slate timing and quality
•15
Projects
& CI
Leaders
Applicants
Professional
Development
Postings
Networking
External
Partners
Employees
SIPOC
Qualified
Candidates
To Hires
STAGE 3
Capacity
STAGE 0, 1, 2
Full Throttle
Huddle focus: Leaders receiving the top
candidates for the open position
•16
Hiring Leader
receives top
candidatesKeep the list
manageable
Hiring Leaders can
review the entire
shortlist using the slate
approach
Prospects
Applicants
Qualified Candidates
Screened Candidates
Candidate Slate
Interviewed
Hire
•17
We aligned HR huddles to focus on Stage 3C –
Lead time to Hire
•Before – One TA Huddle •After - Stage 3C Huddles Across HR
•Corporate Staff
•DTE Gas
•DTE Electric
•Nuclear
Generation
DTE is more productive compared to peers yet we
have opportunities to reduce lead time in line with
other industries
•181. 2013 EU-Tag data included in this slide
2. Large and medium sized utilities included in this average
Electric Utility Talent
Acquisition Average2Bersin by Deloitte
(Manufacturing Sector)
68 Days 72 Days 65 Days 74 Days 50 Days
Lead Time To Fill (Approval to Offer Acceptance)
36 40 44 44 44 48 48 53 59.272 74
85 87 94
115
144
0
50
100
150
200Hires Per Staffing Employee1
Average = 71
Talent acquisition remains productive against peers, but requires significantly
more time to fill positions compared to other industries. To be Best Operated
we must continue to drive more time from our process
Peer A Peer B
Appendix
Simplify Instructions – Intuitive Software
The Hiring Leader Dashboard
green, yellow, and red.
-----
Green = Schedule Interview
Yellow = Still in Consideration
Red = Not in Consideration
NOTE: This does not provide a
final disposition only a
signal to the recruiter.
•20
Manager Review and
Interview
Schedule Interview
Still In Consideration
Not In Consideration
?
Taleo ATS Hiring Manager Dashboard
•Important Pre-reqs to Hiring Mgr Dashboard:
A. Candidate Short List
B. Reject Applicant Timely
Predictive Interview Scheduling - Timeline
•21
1
2
6
14
21
24
45
51
53
56
Y
86
33
Approval
Schedule Interview Dates
Posting / Sourcing
Last Date of Posting
Last Date of Screening
PHA
Testing
Interview
Manager Provides Feedback
Offer Accepted*
Approval
Posting / Sourcing
Last Date of Posting
Last Date of Screening
PHA
Testing
Interview
Manager Provides Feedback
Offer Accepted
Timeline ( Days)Predictive Interviewing Current StateRapid Experiment – Predictive Interview Scheduling
X
Current Average 86.65 days - Foss Gen. Time to Fill
66
Manager Reviews Candidates Manager Reviews Candidates39
* Varies from 56 to 66 days based on number of positions on a single requisition.