VIP 8G Online Recruitment

Transcription

1 VIP 8G Online Recruitment General Information Sessions June 22 & 23/2017 Overview Recruitment Numbers & Facts VIP Recruitment Changes Recruitment Process Cycle (current and future states) Improvements & Enhancements Changes of note Project Timeline an overview Training Plan Other Project Activity 1

2 Numbers & Facts 3000 postings through REACH UM; 1500 non posted (rfr, continuances, etc.) Elimination of over 12,000 paper forms (postings, applicant listings, offer letters, regrets, appointment forms) Reduced manual work and double data entry Increased traceability of information and no lost forms Reduction in processing time from time of hire until in VIP from weeks to days VIP Recruitment Changes Process Name Current State Future State Employment Recruitment Process Classification HR administers critical aspects of university hiring/recruitment to ensure compliance with collective agreements & employment legislation Job Profile / Job Description (Paper-based) prepared by the unit, sent to HR for classification Requisition details entered by Unit HR edits the content (i.e., qualifications/duties) through discussion with unit no change - HR retains control over these aspects of recruitment no change to job classification process - VIP will now store Core Job duties and responsibilities (similar to role profiles) for active position numbers When the position is provided to the unit - Unit initiates the job request (via VIP) by filling in the details asked for 2

3 VIP Recruitment Changes Process Name Current State Future State Approval Process for Approval Process Non- Hiring Committees Support: must be approved by someone within the unit and HR Consultant (financial services involved when it is a new position) Course Based: no designated criteria GL-FOP is specified in the requisition Mainly used for course-based hiring Unit approval enables the requisition to be immediately used for hiring Hiring Manager routes resume attachment via to hiring committee members; members get multiple s/attachments - Approval for posting is NOT tied to GL- FOP, but to business managers or designate - HR Consultant to approve support posting before it is published publicly; - CUPE postings: system approved - Approval is NOT tied to GL-FOP, but to business managers/designate - System validation is performed on the data before the request goes to unit approval (i.e., does it meet non-posted criteria?) - Hiring Managers assign hiring committees temporary access to view specific requisition/resumes though MIP VIP Recruitment Changes Process Name Current State Future State Offer Letter Offer Letter Approval Process Support: HR Consultants prepare the offer letter CUPE: Units initiate the letter by filling a digital request screen Unit authorization, then goes directly to the candidate Only option to revise letter is to reject the offer - Unit-initiated offer request (filling a digital request screen, based on that specific job s workflow) - System validation is performed on offer before the request goes to unit (check dates, pay rates, add/revise info on benefits, compensation group, etc.) - HR retains full control over the content and issuance of letters - Approval tied to GL-FOP authorization (primary & alternate signing authorities) - Candidate sees the letter after signing approval is completed; completes PIF info at acceptance - Offer can be locked AFTER approval 3

4 Hiring Manager View Recruitment Process Cycle Current State in REACH-UM Job Classification (HR) (Requisition) Selection of Candidates Onboarding HR Creates VIP Position Numbers Candidate Applications Offer Letter VIP Appointment Future State in VIP Job Classification (HR) Unit Initiates Job Request, Approval, Selection of Candidates VIP Appointment HR Creates Position Numbers with job duties Candidate Applications Offer Request, Approval, Acceptance Onboarding Notifications 4

5 Process/Functionality Improvements Process Name Current State Future State Requisitions Only one person can work in a requisition at one time Multiple staff from dept/faculty can work concurrently in same position, using their own account Candidate Management Confusing candidate mgmt screen unused/irrelevant columns Hiring Committees Messy routing of resumes to hiring committee multiple s with attachments; printing copies Simplified screen, relevant information only HM assigns hiring committee members temporary view-only access Approvals No tie to signing authorities within REACH-UM can forward to anyone for approval Offers Only one offer to same candidate in same requisition Pre-filtered approvers based on primary/alternate signing authority within the FOP at the offer ($$) stage Can issue multiple offers to same candidate in same requisition Offers Onboarding After offer acceptance, PIF is sent out through onboarding (multiple PIFs at times) Candidate onboarded after acceptance; appointed in VIP after PIF is completed Provides core personal data when accepting offer eliminates the PIF Candidate accepts offer, provides PIF info; onboarded after appointment is in VIP (no waiting for a PIF) Applicant Improvements Applicants will now be able to view and make changes to their application before and after submission (until posting is closed) Employees will have an account no need to create one (log in will be through ESS) 5

6 Internal Applicant View Hiring Committee Role The hiring manager(s) will assign members to the Hiring Committee when creating the HR Request. Those members will be granted security access to see that requisition and applicants during the hiring process. This role allows them to view the information but only the hiring manager(s) and HR have the ability to make any changes functionally. Eliminates (or significantly reduces) the need for multiple s and printing out resumes A short training video will be online as training for new hiring committee members on how to use the system. 6

7 Enhancements to HR Processes Elimination of Personal Information Form for appointments hired through VIP (PIF); during offer acceptance external applicants are required to provide their core personal information (legal name, date of birth, SIN) Capable of expansion to other employment groups in future (excluded students, casual appointments, research associates) Onboarding after VIP appointment (no waiting for the PIF) Changes to Note There is the option for only 1 approver at both the request and offer stages. Request will be a pool of people who are above the position in the hierarchy of the department/faculty. Offer (where the FOP will be authorized) will be one of the authorized signing authorities in Banner (from a interface with Banner). There is no longer a routing of resumes option. This has been replaced by the Hiring Committee Role. You can still print resume s and cover-letters and/or send them via but it s not a part of the system processes. HR will have built in processes that validate some of the information being entered at both the requisition request and offer request stages. This may result in errors that will need to be fixed prior to being able to submit your request, but ultimately should result is less reposts or amended offer letters. HR Online Recruitment 7

8 Timeline Highlights Customizations in VIP-Prod (late August) Testing/documentation (September) Training HR staff (September) Training Hiring Managers (October) Launch VIP Recruitment - November 3,