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UAS Conference 2010
The new HR Information System: Inside the world of e-Recruitment
Alison Cross, Anne Harkness, Heather
Skevington and Elena McPhilbin
Personnel Services, Business Services and Projects,
Nuffield Dept of Medicine
14 September 2010Page 1
Agenda
1. Brief recap and programme plan
2. Tranche 1• e-Recruitment pilot 1
• NDM’s experiences
3. Tranche 2• e-Recruitment pilot 2
• Personnel project
• Impact on OPENdoor usage
4. Questions
14 September 2010
Page 2
Recap: overall aim, Blueprint and benefits
• Remove risk of OPENdoor failure
• Process efficiencies and streamline processes
• Reduce slow paper-based activity
• Standardise processes where possible
• Strengthen financial control and compliance
• Improve data capture and quality of information
• Mandatory use of key parts of system
14 September 2010
Page 3
e-Recruitment pilot 1: 27 July 2010
• Pilot and demonstrate:
• Core Recruitment software
• Viability of online application process
• Capture of equality and diversity information
• Nuffield Department of Medicine (NDM)
• Oxford Centre for Diabetes, Endocrinology, and
Metabolism (OCDEM)
• Experimental Medicine Division
14 September 2010
Page 5
Pilot 1 process areas
14 September 2010
Page 6
Step 1: prepare for recruitment
Step 4: plan recruitment
Step 6: manage applications & shortlisting
Step 7: manage interviews
Step 9: manage new starter/confirm offer
Online e-Recruitment web interface
14 September 2010
Page 7
Applicant help, demonstration & FAQs
14 September 2010
Page 8
NDM experience: Setting the scene & feedback
• What we did
• Initial feedback from administrators
• Initial feedback from line managers
• Applicant experience (based on survey results)
• Pilot 1 still active: lessons for pilot 2
14 September 2010
Page 9
e-Recruitment pilot 2: building on facilities
available in pilot 1, phased releases to
reduce risk
14 September 2010
Page 11
September
• Technical upgrade,
with Core e-
Recruitment
enhancements,
running on new
infrastructure
October - November• Expand process: requisitions, post
creation and self-service for
interview panel
• Extend to additional departments
• New jobs web page and migration
of job listings to Core system
e-Recruitment pilot 2
• Incorporating lessons learned from pilot 1
• Review appearance and function of the
University jobs web page
• Redesign to improve information and search
facilities available to applicants
14 September 2010
Page 12
Pilot 2 process areas
14 September 2010
Page 15
Step 1: prepare for recruitment
Step 2: approve recruitment
Step 4: plan recruitment
Step 6: manage applications & shortlisting
Step 7: manage interviews
Step 8: manage offers
Step 9: manage new starter/confirm offer
Further rollout e-Recruitment
• Departments involved in Pilot 2:
• NDM, UAS, Physics
• Talking to one further department – tbc
• Pause e-Recruitment roll-out to allow for:
• Focus on go-live of the Personnel module
• Review e-Recruitment Pilot 2
• Develop programme plans for tranches 3-5
• Roll-out across all departments during 2011
14 September 2010
Page 16
Personnel project
• Collection of business requirements• Information captured during HRIS Review
• Guidance from the process groups
• One-to-one consultations
• Understanding of Core and best practice
• Workshops to agree how Core system is to be
used and supporting processes• New starters
• Changes and transfers to other departments
• Leavers (from the University)
• Posts, roles and security
14 September 2010
Page 17
Personnel project
• Use of some parts of system will be mandatory
• Outputs from the workshops:• Requirements reconfirmed
• Solution design and configuration agreed
• Processes designed
• Agree management of gaps between requirements and systems
capability
• Objective is to agree workarounds rather than
customise Core to address gaps
14 September 2010
Page 18
Personnel project
• Build• Migration routines to transfer staff record information from the
old to the new system
• Interfaces to/from neighbouring systems
• HESA
• Reporting
• Training materials
• Audit of system design
• Business Support Team to be established
14 September 2010
Page 19
Personnel project
• How will departments be affected?
• When?
• How will departments and divisions be supported?
• Departmental preparation
14 September 2010
Page 20
Use of OPENdoor
• As new functionality is made available,
OPENdoor functionality will be phased out
• In the meantime: OPENdoor continues to be
available as now
• Questions to existing users to establish the
active OPENdoor user base
14 September 2010
Page 21
Keeping informed
14 September 2010
Page 22
http://www.admin.ox.ac.uk/hrisprogramme
Next online bulletin in October
Training survey
• Requested by the HRIS Training Process Group
• To gain understanding of staff experiences of finding and
booking training
• Results will assist in implementing the
new Core training module to be adopted
by the University’s training providers
• Deadline: 30 September 2010
14 September 2010
Page 23