DEPARTMENT OF BUSINESS AND EMPLOYMENT Moving to eRecruitment HR Forum – 6 August 2010 Department of Business & Employment Presented by: Kate McTaggart,

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

HR Forum – 6 August 2010

Department of Business & Employment

Presented by: Kate McTaggart, A/Senior Director, People & Services, Department of Health & Families

Mandy Ryan, eRecruitment Project Manager

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Why eRecruitment?

• Corporate Services Review initiative

• Improve efficiency of DBE services to agencies

What is eRecruitment?

• Electronic end-to-end recruitment processes

• No more paper forms and manual processes

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Benefits of eRecruitment

• Consistent recruitment processes across agencies

• A professional and consistent entry point for NT Government job applicants

• Informative recruitment reports

• One Entry Level Recruitment candidate pool

• Potentially reduced time to fill a vacancy

• New employees commenced in a timely and professional manner

• Better management of advertised vacancies

• Greener environment

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Project

• Service provider - NGA.NET Pty Ltd

• 5 year license with option to extend for 3 years

• Steering Committee – DBE Executive members

• Project Advisory Committee – agency representatives

• Project Team

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Project Implementation• Phase 1 – Go Live end October 2010 Standard advertised and non-advertised vacancies Online job applications Entry Level Recruitment Candidate Pool NTG Candidate Pool (for vacancies less than 6 months) Recruitment reports TRIM integration

• Phase 2 – Go Live April/May 2011 Bulk Recruitment eg Graduates, Apprentices, Prison Officers, Park

Rangers, etc Nurses & Midwives Candidate Pool Teachers Candidate Pool

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

‘eRecruit’ (the system)• Online, externally hosted web based application

• Configured to meet client requirements

• Access via ‘single sign’ process

• Online requests to fill (RTF) a vacancy (advertised & non-advertised)

• Automated workflow for endorsement and approval of RTFs with audit trails

• Online job applications via NTG Employment Opp’s website

• Online vacancy files (with job applications)

• Online selection reports

• Online onboarding process for new employees

• Correspondence to applicants via email where appropriate

• Vacancy file stored in eRecruit for at least 12 months

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

What agency managers will do in eRecruit• Complete Request to Fill (RTF) template in eRecruit, to

advertise a vacancy or where an employee has been identified for a short term vacancy

• Request candidates from candidate pools• Submit completed RTF to supervisors and managers for

endorsement and approval• Track progress of RTF online• Receive vacancy file online (late applications can be

accepted)• Assess and select applicants in accordance with merit

principle• Complete selection report in eRecruit

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

What DBE Recruitment Officers will do in eRecruit• Create the job to be advertised• Receive any hard copy applications and attach to

eRecruit vacancy file• Submit vacancy file to Vacancy Manager• Send correspondence to applicants• Prepare employment contracts• Provide quality candidate care to all applicants• Ensure new employees are commenced in a timely

manner• Search and maintain candidate pools

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

What job applicants will do in eRecruit• Apply online through website• Track progress of online job applications• Edit application details or provide updated resume

before vacancy closes• Edit personal details after vacancy closes• Use a previous application and update for another job

application

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Project Update• Candidate portal being developed• Generic templates and workflows being prepared for

‘core system’, Entry Level Recruitment and the NTG

Candidate Pool• Standard employment contracts prepared• Drop down lists for templates being finalised• Text for emails to applicants prepared• Recruitment report requirements collated• Recruitment advertising process and templates being

prepared • Test plans being prepared

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

System Support• Agency champions – HR staff or regular recruiters• ‘Super Users’ - DBE Recruitment Officers• System Administrator – DBE HR System Support• Ongoing maintenance of templates• Running reports• User Guides, Information Sheets and Checklists for all

users• Ongoing maintenance of templates• Running reports

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

What’s Next?• Onsite Solution Design ‘walk through’ by NGA - 16 &

17 Aug• User Acceptance Testing – Aug/Sept• Training – Sept/Oct• Communication – ongoing FAQs on Intranet Information sessions for agencies (Sept/Oct)• Supporting documentation eg FAQs, User Guides

and Information Sheets – Sept/Oct• ‘Old’ existing vacancies in RMS to be ‘cleaned up’ –

Aug/Sept• Existing vacancies in RMS at eRecruit Go Live• Transferring existing ELR candidates into new

candidate pool

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

What’s Next? (cont …)• Review and evaluation of the system• PIPS integration• Process for criminal history checks

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Agency Perspective

DEPARTMENT OF BUSINESS AND EMPLOYMENT

Moving to eRecruitment

Questions ?