1 AGILE RECRUITING & ONBOARDING Project Update, March 2017 – University Council
AGILE RECRUITING & ONBOARDING...2003/08/17 · AGILE RECRUITING & ONBOARDING Project Update, March 2017 –University Council 2 To support and advance Michigan State University student
AGILE RECRUITING & ONBOARDINGProject Update, March 2017 – University Council
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To support and advance Michigan State University studentsuccess and faculty research through an efficient andeffective recruitment and hiring process that yieldshigh-quality faculty, academic staff and support staff in atimely manner.
A MISSION TO ADVANCE & SUPPORT MSU STUDENTS AND RESEARCH
Mission Statement:
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Sample Script:�Our mission is to support and advance Michigan State University student success and faculty research through an efficient and effective recruitment and hiring process that yields high-quality faculty, academic staff and support staff in a timely manner. It is a project that includes two strategic elements. First, we’re evaluating and reengineering our current HR recruiting and onboarding processes to maximize efficiency and effectiveness. Second, we’re implementing PageUp People recruiting and onboarding software, which is a modern, fully capable system.
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KEY GOALS & OBJECTIVES
Improved applicant experience
Goals
Objectives
• Assessment of hiring processes and accommodation of changes where possible• Implementation of PageUp People’s modern recruitment and onboarding software
• Automate candidate evaluation and selection• Address time it takes to fill positions• Deliver more robust system functionality• Improve processes with fewer manual steps• Offer new onboarding tools• Enhance reporting measures and metrics• Improve applicant experience
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Presenter Notes:** ARO includes two strategic elements Evaluation and of current HR recruiting and onboarding processes Implementation of PageUp People, a modern recruitment and onboarding software package� The ARO project has several primary business objectives that include : (note these are overall objectives) Automated candidate evaluation and selection Addressing time it takes to fill positions More robust system functionality Improved processes with fewer manual steps New onboarding tools Enhancing reporting measures and metrics Improved applicant experience
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TIMELINE
Review and evaluation of vendor ATS packages.
DEC 2014 –DEC 2015
Review of processes.
Implementation planning.
Transition planning and
system finalization.
Training and launch
preparation.
DEC2015
JAN - SEPT2016
OCT 2016 –MAR 2017
JAN - APR2017
PageUpPeople
selected by the
overwhelming majority of reviewers.
Go-Live.
APRIL2017
Continued process evaluation and improvement.
APR 2017AND BEYOND
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Presenter Notes: The ARO project has been in motion since December 2014. Focus groups were created to understand pain points in the hiring process and included 19 HR representatives. Multiple Requests for Proposals (RFPs) were reviewed by the RFP Review Committee. PageUp People was selected by the overwhelming majority of reviewers in December 2015. In April 2016, the ARO Project Team and HRXchange Committee (including 13 volunteers from multiple units across campus) were created. The HRXchange Committee reviewed and recommended process changes. The ARO Project team vetted them against stakeholder units, central offices, unions, and legal requirements. Through the remainder of 2016, Implementation efforts will continue, as will training development and communications. End User Training is scheduled for February and March 2017. Go-Live will be in April 2017. After Go-Live, Performance Support Resources will be provided to end users for continued, optimal use of the system. Processes will continually be evaluated for improvement opportunities via enhanced reporting and metrics.
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Applicants
Faculty and Academic Staff
Support Staff
Unions
Central Offices (Human Resources, Academic Human Resources, & Office for Inclusion and Intercultural Initiatives)
KEY GROUPS
Stakeholders
Participants
RFP Groups HRConnect HRXchange (13 volunteers from various units across MSU) Focus Group (19 various HR representatives) Deans, Associate Deans and Faculty Excellence Advocates
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Presenter Notes: There were multiple participants in the creation of ARO, the selection of the new software platform, and the evaluation and improvement of the HR processes: RFP Groups HRConnect HRXchange (13 volunteers from various units across campus) Focus Group (19 various HR representatives) There are multiple stakeholders in the ARO project, including: Faculty and Academic Staff Support Staff Applicants Unions Central Offices (Academic Human Resource �& Office for Inclusion and Intercultural Initiatives)
APPLICANT EXPERIENCE
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APPLICANT FEATURES
Overview
Optional job alerts when a posting is published for a specific work type (FAS/SS), specific area of interest (Engineers, Advising/Counseling), specific type of employment (full time, part time) and/or location (East Lansing, Grand Rapids).
Filters to quickly identify postings of interest. Notifications via email and through the applicant portal regarding the status
and events of postings to which an applicant has applied. Ability to upload a CV/resume to assist in prefilling portions of the application. Ability to refer a friend. Ability to apply remotely on a tablet or mobile device. Refreshed and modern look and feel.
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Presenter Notes: ARO benefits for the Applicant role include: Optional job alerts when a posting is published for a �specific work type (FAS/SS), specific area of interest �(Engineers, Advising/Counseling), specific type of �employment (full time, part time) and/or location �(East Lansing, Grand Rapids). Filters to quickly identify postings of interest. Notifications via email and through the applicant portal regarding the status and events of postings to which an applicant has applied. Ability to upload a CV/resume to assist in prefilling portions of the application. Refer a friend. Ability to apply remotely on a tablet of mobile device. Refreshed and modern look and feel. This design feedback was verified through testing of the Applicant webpage with applicants and new employees. Sample Script: “There are also significant changes to the applicant experience for both internal and external applicants, including…”
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MAP Screenshot
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Presenter Notes: This is a screenshot of the old PeopleAdmin website.
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Careers @ MSU Screenshot: External Site
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Presenter Notes: This is a screenshot of the new PageUp “Careers @ MSU” external applicant website.
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The onboarding portal ensures new hires are engaged well before their first day. The portal functionality provides the following features:
A seamless transition from candidates to employees through the personalized onboarding portal.
A list of important tasks to be completed before first day, first week (e.g.,complete the I-9 form, sign up for emergency alerts), and first thirty days (e.g., enroll in benefits), allowing employees to feel welcomed and supported.
Ability for supervisors to track the status of each task and add additional departmental-specific tasks (e.g., review departmental bylaws).
An organized body of resources available to new employees (e.g., benefits, “university at a glance” information, systems information).
ONBOARDING FEATURES
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Presenter Notes: The onboarding portal ensures new hires are engaged well before their first day. The portal functionality provides the following features: A seamless transition from candidates to employees through the personalized onboarding portal. A list of important tasks to be completed before first day, first week (e.g., complete I-9 form, sign up for emergency alerts), and first thirty days (e.g., enroll in benefits), allowing employees to feel welcomed and supported. These tasks are further refined by type of employee and type of hire: FAS – New Hire FAS – Promo/Demo/Transfer SS – New Hire SS – Promo/Demo/Transfer Ability for supervisors to track the status of each task and add additional departmental-specific tasks (e.g., review departmental bylaws). An organized body of resources available to new employees (e.g., benefits, “university at a glance” information, systems information). Sample Script: “There are also significant changes to the applicant experience for both internal and external applicants, including…”
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ONBOARDING PORTAL
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Presenter Notes: This is a screenshot of the new PageUp Onboarding Portal home page and task list.
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New features for search committees:
Integration with sourcing and advertising sites such as Inside Higher Education and Higher Education Recruitment Consortium (HERC)
Access to system through EBS portal, with one single point of entry that makes all assigned postings available
Ability to view posting and application materials
Opportunity to use candidate evaluation tool, if desired
SEARCH COMMITTEE FEATURES
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The Search Chair can perform all the same tasks as the Committee Member, along with the following additional features:
View all search committee ratings
Opportunity to rank candidates in order of preference
Generate the foundation of a search committee report
Approve offers, if assigned
SEARCH CHAIR FEATURES
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SEARCH CHAIR VIEW
Search Chair View of Candidate
Search Chair View of Feedback from Search Committee
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TRAINING
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A key element of ARO is the delivery of efficient, effective training outreach and resources.
TRAINING OVERVIEW
Live training and informative presentations
Online eLearning modules
Comprehensive guides for each role
How-to video clips and tip sheets
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Training is key. This is a new system. Generally, at a high level, our hiring processes will work the same. How you execute them is different. Look and feel is changing. There will be functionality that works differently in PageUp. Change can be confusing and difficult, and there will be a learning curve. These training items are being produced to help you with that. Need your feedback on tools we use for staffing coordinators, as well as deans, department heads, search committees, etc. We are still finalizing the training plan internally and with HRX.
Questions?
http://www.hr.msu.edu/aro
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Presenter Notes: Share concerns and questions with the ARO Project Team by contacting: Renee or Sam Submitting a question via the ARO Feedback Form on the website.
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