ER1 e Recruitment

8/3/2019 ER1 e Recruitment

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To-Be Process Review Workshop

Human ResourcesE-Recruitment Series

ROSS 120

1:00 p.m. 5:00 p.m.

September 27, 2005


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Welcome!

Introductions of Group

Name Department


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Workshop Logistics

Tent Cards

Rest Rooms

Breaks

Parking Lot


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Workshop Agenda

1. Discuss workshop objectives,rules and principles

2. Discussion of Candidate Profile

3. Break

4. Discussion ofRequisition/Posting

5. Capture issues in the parkinglot

6. Adjourn


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Why Are We Here?

Our objective today is to

Discover SAP terminology, definitions, and capabilities

Specific opportunities for business transformation

Best practices in the context of the SAP implementation

Documented future process and any system gaps

Validate To-Be business processes

Required policy changes

Process acceptance by core process owners, advisory committeesand University leadership

Facilitate communication and change management for The future state of Purdue University

Integrating people, processes and technology in the future.


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What Have We Done to Prepare?

To prepare for this workshop, we have

Researched best practices SAP software is the best practice source

As in the OnePurdue Guiding Principles, SAP software WILL NOT bemodified

Developed proposed business processes The To-Be business processes were developed utilizing the best

practices found in the SAP software

Reviewed and refined proposed processes withknowledgeable staff in key operational positions Presented proposed processes

Gathered feedback, learned of gaps and implemented changes as

necessary


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What is Your Role?

Today, we need you to

Review and validate the proposed process

Identify gaps in the proposed process

Identify organizational challenges

Help us facilitate change management


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What will come from this Meeting?

The output from this meeting includes

A business process review report

To-Be process flowcharts

Gap analysis report

Functional specifications report


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Workshop Ground Rules

Respect time

Respect process Stick to agenda topics

One subject discussed at a time

Respect one another One conversation at a time

Cell phones and Blackberrys turned off Listen

Stretch

Keep the end in sight Work to gain consensus on terminology

Silence means agreement

Issues will be parked and resolved outside the meeting


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OnePurdue Guiding Principles1. ERP is an institutional-transformation project, not an information-technology project.

Information technology merely provides the opportunity for, and enables, the businesstransformation.

2. Create and enforce common business practices.

3. All campuses will participate financially in the ERP implementation.

4. There will be a system-wide implementation of a single ERP product, a single operationaldatabase and a single warehouse.

5. The ERP software and database will not be modified. This is often calleda vanilla implementation.

6. Ensure a timely (and on-schedule) implementation of the ERP system.

7. Any bolt-ons to the ERP software and database will not be implemented until the budget andschedule implications are understood, agreed upon and funded by the Executive Oversight

Committee.

8. All campuses will contribute knowledgeable and empowered personnel tothe core implementation teams.

9. The project teams and all governing bodies will resolve issues quicklyand decisively.

10. The ERP management team will communicate, communicate and then communicate more inorder to keep the University community informed.

11. The ERP software will be tested until exhaustion to ensure operations and regulatory and legalcompliance.

12. Sufficient resources will be committed to ERP user-training prior to implementation.

13. The technical infrastructure and network will be sufficiently robust to support the ERP before it isimplemented.

Signed July 15, 2004, by Executive Vice President & Treasurer, Provost and Vice President of Information Technology and CIO.


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BPR Guiding Principles1. OnePurdue Guiding Principles will apply.

2. Scope: Critical business processes for HR, Finance and Campus Management.

3. Primary best-practice source = SAP and third-party bolt-on solutions (return-on-investment opportunity).

4. Subject Matter Experts (SME) will be empowered by process owners to make key

decisions regarding processes.5. Enterprise processes will adhere to software best-practices flexibility in

implementation.

6. Disposition for exceptions to best practices:a. Termination of process

b. Work-Around: User Exit w/o code modificationc. Off-the-shelf bolt-ond. Offline operation

7. Process owners and key stakeholders buy-in validation required.

8. All best practices (5) and exceptions (6) must be integrated into the OnePurduesystem.

9. Successful BPR also requires:a. Executive commitmentb. Effective change agents to drive best practices and overcome resistancec. Appropriate organization structure

d. Institutional willingness to consider radical change


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Lets Get Started!

Our topic today is

E-Recruitment Candidate Profile

Requisition / Posting


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What is E-Recruitment?

SAP E-Recruiting is aWeb-based personnel

recruitment solution. Itprovides a suite offunctions to help create

requisitions, post jobs,monitor step by stepselection process of the

candidates and thetimely correspondencein all areas.


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Candidate Profile

All applicants will be asked to establish alogin and password unique to themselves.

Once the applicant submits their profile (andresume if desired), they will receive a pop-upmessage including confirmation of receipt

and further process information. Profile includes: contact information, education,

experience, desired jobs, and basic screening

questions.


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Candidate Profile

Applicants will be responsible for

establishing, updating, and maintaining theirprofile (self-verification).


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Candidate Profile

No scanning system will be provided for hard

copy resumes.

Provide kiosks in Human Resource areas.

Provide education to applicants to completenecessary information.

The area accepting the hard copy resume will beresponsible for data entry of profile information.


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Initial Candidate Screen


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Work Experience


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Education


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Desired Jobs


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Profile Release


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Candidate Applies

Steps to apply for a position:

Verify information in profile

Verify resume on file (if initially uploaded)

Respond to the following additional questions: Minimum salary requirement

Source of application

Note: Candidates do not have to submit a resume, theprofile is sufficient.


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Job Search


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Candidate Status

As applicants apply for positions, their

application status will update on theirpersonal page - no additionalcorrespondence will be generated.


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Candidate Status Options

Released the candidate has submitted theirprofile for a position. This will be their

notification that the referral was received byPurdue University Employment.

Position closed this indicates to the candidatethat the position for which they applied has beenclosed. They are no longer in consideration for

the position.


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Application Status


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Special status

Special audits will need to be completed tohandle the 05, 99, DP, and RIF applicant

tracking. Comparison between existing special status

individuals and newly created profiles.

If duplicate is found, employment clerk will updatenewly created profile to show special status.


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Process Flow


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Break Time


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Positions will be delivered by the

Classification area to the Employment area.

Classification

Analyst

Employment

Consultant


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The position itself will be established (in SAP)ahead of time by the Classification area.

The posting process requires completion andrelease of both the requisition and jobposting sectionsmore detail to come.

This will require keying (or copying) ofinformation into SAP by the Recruiter.


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A Two Step Process

Requisition (Viewableonly to the Recruiter)

Job Details

Salary Information

Organizational Data

Job and EducationalQualifications

Additional Notes

Job Posting (Viewable tothe Public)

Actual wording that willappear on the Purdue

Employment Site Education, Experience, andSkills required and desired

Posting summary


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Initial Recruiter Page


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Requisition Maintenance


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General Job Information


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Organization Data


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Status

Job Posting


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Job PostingDescription, Requirement, etc


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Basic Data


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Job Posting Status

bl


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Publication

R i i i / P i


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Once released, the position will be posted to

the Purdue website. Instantaneous posting to the Purdue website via

an interface.

Posting accessible through candidates personalpage or through Purdue Employment website.

R i i i / P i


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Any external advertising would be completedoutside of the system by the recruiter and

hiring supervisor/business office.

Process Flow


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Process Flow

K P f I di tK P f I di t


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Key Performance IndicatorsKey Performance Indicators

(KPI)(KPI)

90 % Applicant material submitted electronically

Reduce lapse time between request to post and actual posting Goal24 hours

80% Return PIF-SIF (Faculty EEO info too)Applicant manages their own job self-service = reallocate recruiter

time involved in customer serviceEEO data 1-2 days instead of weeks to audit for workforce snapshot

KPIs described here are indicative of general objectives. During the Blueprint process, we will

consider end-to-end processes in developing specific metrics associated with these metrics.

Questions ? ?


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Questions ? ?

Thank you for participating !

Documents

ER1 e Recruitment