Erecruit Process Walkthrough Final v4!09!07-06xzcxc

eRecruit Process Walkthrough

September 11, 2006

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Agenda

• Objectives of the Process Walkthrough

• Recruitment-related Key Terminology

• Recruiting in the Employee Life Cycle

• Selected Recruiting Process Flow

• Key Changes Overview

• Integration Points

• A Glance into SAP

– Selected screenshots from one or several work steps of the process flow that best reflect the changes and/or integration points

• Communications and Training Highlights

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Objectives and Key Highlights

• Presentation of the Overall Recruiting Process from an LAUSD Perspective: – Filling a Position

– Conducting a Recruitment Campaign

– Applying to a Job

• Integration:– How eRecruit Integrates with Personnel Administration,

Organizational Management and Position Budget Control

• A Glance into SAP:

– How to Run the Eligibility List and Access Candidate Profiles

• Access to Recruitment Data: – What level of information do recruiters, other central HR

personnel, hiring managers and candidates view depending on their access rights.

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SAP eRecruit Key Terminology

• SAP: “System Applications and Products” is the name of the software vendor and its core integrated product – SAP R/3.

• eRecruit: : An SAP module that standardizes and improves the efficiency of the recruitment and selection process

• Job Posting: : A function that can directly post job ads on the District’s website, on-line job boards, etc.

– Can track applicants using posting “reference numbers”

• Process Template:: A set of established steps to be completed during the recruitment process that allows tracking of progress of candidates

• Requisition: : A function that drives the recruitment process at the job level or the process for filling a single position

– Captures data that is used in the creation of ads and other recruitment material as well as data relating to an employment assessment process (exam)

– Can be routed for approval

• Questionnaires: : A function that can be designed to ask a variety of questions

– Can be completed by candidate or recruiter– Can rank candidates based on responses– Can search candidate responses en mass

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SAP eRecruit Key Terminology

• Process Template: : A set of established steps to be completed during the recruitment process

– Allows tracking of progress of candidates in the recruitment process

• Application Wizard: : A predefined sequence of screens to be completed as candidates apply for a job

– The Wizard guides candidates step-by-step through all application requirements

• Talent Pool: : A holding place for data related to candidate profiles

– Individuals can enter their candidate profile in the talent pool but not apply directly for a specific job

– Recruiters can search or query the talent pool for potential candidates who posses specific skills and meet specific requirements

• Qualifications Catalog: : A function that can be used to track qualifications for a candidate, internal employee, or a specific job class

– Can be used for candidate qualifications which are self-reported or verified by the Human Resources Department

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Recruiting in the Employee Lifecycle

Create Organizational

Structure

Create Budget & Position

Control

Identify Vacancy in

Organizational Structure

Hire Employees

Assess Candidate

Skills

Recruit Candidates

Administer Benefits

Report Time Run Payroll

Post to Finance

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What is Recruitment and Selection?

• Recruitment/Selection is the name of the process that includes a series of steps that are performed in the hiring of any employee

• These steps may require an employer, a person seeking employment, or both to perform a certain action

• The recruitment process may be initiated by an employer creating a job requisition and job posting or other action

• A job seeker, or candidate, may start the recruitment process by creating an electronic candidate profile in eRecruit

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Recruitment Structure by Role

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Recruitment Scenario – Process Illustration

It is early spring and the District is beginning the process of filling teaching positions for the upcoming school year. Tanya Roberts is interested in teaching at a secondary school.

We will follow Tanya along the recruitment and hiring process in order for you to understand how her data will flow through eRecruit and into SAP.

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Recruitment Scenario – Step 1

RECRUITERRECRUITER

Creates a Creates a job requisitionjob requisition to begin the recruitment to begin the recruitment

process for the job of process for the job of Secondary Teacher and Secondary Teacher and Posts the JobPosts the Job

The recruiter searches the The recruiter searches the talent pooltalent pool of qualified of qualified

candidates for teaching candidates for teaching opportunities with the opportunities with the

District. Qualified District. Qualified candidates are invited to candidates are invited to apply for a teaching job.apply for a teaching job.

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Recruitment Scenario – Step 2

Registers inRegisters in

eRecruiteRecruit and and completes a completes a

candidate profile to candidate profile to apply for a…apply for a…

• JobJob

• PromotionPromotion

• TransferTransfer

• Re-hireRe-hire

All candidate profiles All candidate profiles are maintained in theare maintained in the

Talent PoolTalent Pool

JOB JOB APPLICANTAPPLICANT

Tanya is an Tanya is an External CandidateExternal Candidate

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Recruitment Scenario – Step 3

Maintains employment test Maintains employment test scores in eRecruitscores in eRecruit

Administers employment Administers employment assessment process to assessment process to

candidatescandidates

Employment Eligibility List Job

Class:xxx

1. xxxxxxxxxxx

2. xxxxxxxxxxx

3. xxxxxxxxxx

4. xxxxxxxxxx

5. xxxxxxxxx

Maintains electronic Maintains electronic employment eligibility lists employment eligibility lists

in eRecruitin eRecruit

RECRUITERRECRUITER

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Recruitment Scenario – Step 4

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Recruitment Scenario – Step 5

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Integration with SAP HR Sub Modules

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eRecruiteRecruit

Sigma

Scheduling Enhancement

Score import

Score import

Candidate Candidate DataData

Candidate Candidate InformationInformation

Candidate Candidate Schedule for Schedule for

Test/InterviewTest/Interview

Another View of eRecruit Integration with Personnel Administration and Other Functions

Personnel Administration

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Key Changes

Current Process New Process

• Some HR Departments currently collect paper job applications; all transfer requests and requests for re-instatements are currently in paper format

• Candidates apply directly for a specific job

• Requests to fill positions are made using a paper form

• The District will use eRecruit, an online system, to manage all recruit activities (including requests for transfers and re-instatements)

• Candidates can complete a profile on-line in our talent pool which she or he can update at any time and candidates will be able to apply for specific jobs on-line

• Requests to fill positions will be made using on-line position requisitions

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Current Process New Process

• In many cases, hiring managers do not have access to candidate’s application materials

• Typically it is only Central HR that has access to eligibility lists

• Hiring Managers will have access to candidates’ application materials and candidate profiles (all electronic)

• Soon after go-live, Hiring Managers will have access to electronic eligibility lists for many District job classifications

Key Changes

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eRecruit System Process

Create and Post Requisition

Create and Edit Questionnaire

Manage Process

Templates

Candidate Creates Profile

in eRecruit

Candidate Applies to a Job

Posting

ID potential job applicants with

Talent Relationship Management

Manage Applications

Track Employment Assessment

Results

Manage Pre-hire Process

Transfer Candidate Data to PA

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A Glance at e-Recruit (eRC):Candidate Profile (Candidate Perspective)

Tabs indicating separate screens to be completed

by candidate

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A Glance at e-Recruit (eRC):Candidate Profile (Work Experience Screen)

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Transfer Tab –Transfer Tab – internal candidates

will request a transfer using this screen

A Glance at e-Recruit (eRC):Candidate Profile (Candidate Perspective)

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A Glance at e-Recruit (eRC):Candidate Profile (Transfer Screen)

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Central HR Personnel Staff can document “verified” data and employment assessment results on these screens but the candidate will not be able to view and edit this information

A Glance at e-Recruit (eRC):Candidate Profile (Recruiter’s Perspective)

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A Glance at e-Recruit (eRC):Candidate Profile (License/Certifications Screen)

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This tab will This tab will present the present the

questionnaire that questionnaire that the candidate has the candidate has

to complete as to complete as part of the part of the application application

processprocess

A Glance at e-Recruit (eRC):Application Wizard (with Questionnaire)

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A Glance at e-Recruit (eRC):Questionnaire

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Note: Note: Employment Employment

Exam Information Exam Information Tab – Tab – (job requisitions)(job requisitions)

A Glance at e-Recruit (eRC):Requisition (Job or Position)

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Press here to see a

candidate’s profile

A Glance at e-Recruit (eRC):List of Candidate Applied to this Requisition

Personnel Numbers appear here for internal candidates

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SAP Processes:Running an Electronic Eligibility List

eRecruit Reports

Click here to find the eligibility report

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SAP Processes:Eligibility List for Secondary Teacher

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SAP Processes:Eligibility List for Technical Project Manager

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Communications and Training Highlights

Aug Sept Oct. Nov

2006

Dec

End User Training*

Jan

Go Live Campaign

Process Walkthroughs On- going specific messages

2007

My change and training guide

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Sample of eRecruit Training Curriculum

Course Title Delivery Method Duration (hrs)

Recruitment Overview

Virtual Course 2

Identify and Source Candidates

Instructor Lead Training

4

Screen Candidates and Generate Eligibility List

Instructor Lead Training

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Select Candidates and Perform Pre-Hire Process

Virtual Course 2

Hiring Manager Overview

Web Based Learning 2

Hiring Manager Detail

Virtual Course 1

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More Project Information

• To learn about the BTS project:

– Check out the BTS Website (www.lausd.net/bts)– E-mail [email protected]

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Questions

• Before leaving the room, please make sure that you have

– Signed in– Completed the Process Walkthrough Assessment Survey

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SAP eRecruit Key Terminology “Cheat Sheet”

• SAP: “System Applications and Products” is the name of the software vendor and its core integrated product – SAP R/3.

• eRecruit: : An SAP module that standardizes and improves the efficiency of the recruitment and selection process

• Job Posting: : A function that can directly post job ads on District website, on-line job boards, etc.

– Can track applicants using posting “reference numbers”

• Process Template:: A set of established steps to be completed during the recruitment process that allows tracking of progress of candidates in the recruitment process

• Requisition: : A function that drives the recruitment process at the job level or the process for filling a single position

– Captures data that is used in the creation of ads and other recruitment material as well as data relating to an employment assessment process (exam)

– Can be routed for approval

• Questionnaires: : A function that can be designed to ask a variety of questions

– Can be completed by candidate or recruiter– Can rank candidates based on responses– Can search candidate responses en mass

• Process Template: : A set of established steps to be completed during the recruitment process

– Allows tracking of progress of candidates in the recruitment process

• Application Wizard: : A predefined sequence of screens to be completed as candidates applies for a job

– The Wizard guides candidates step-by-step through all application requirements

• Talent Pool: : A holding place for data related to candidate profiles

– Individuals can enter their candidate profile in the talent pool but not apply directly for a specific job – Recruiters can search or query the talent pool for potential candidates who posses specific skills and meet specific requirements

• Qualifications Catalog: : A function that can be used to track qualifications for a candidate, internal employee, or a specific job class

– Can be used for candidate qualifications which are self-reported or verified by the Human Resources Department