FLCUPA-HR Summer Conference Monday, June 12, 2006 July 12, 2006 SPC Online Application System Streamlines Employment FLCUPA-HR Summer Conference CONVENIENCE.

FLCUPA-HR Summer ConferenceFLCUPA-HR Summer Conference

Monday, June 12, 2006Monday, June 12, 2006

July 12, 2006

SPC Online Application System Streamlines Employment

FLCUPA-HR Summer Conference

CONVENIENCE & CANDIDATES:

Presented by:Presented by:

William HaunWilliam HaunSr. Web Analyst/Programmer, Web & Instructional TechnologySr. Web Analyst/Programmer, Web & Instructional Technology

St. Petersburg CollegeSt. Petersburg [email protected]@spcollege.edu

Patty JonesPatty JonesAssociate Director, Human ResourcesAssociate Director, Human Resources

St. Petersburg CollegeSt. Petersburg [email protected]@spcollege.edu

AGENDA

I.I. Where St. Petersburg College has beenWhere St. Petersburg College has been

II.II. Progress in TechnologyProgress in Technology

III.III. Improvements for Human Resources staffImprovements for Human Resources staff

IV.IV. Improvements for ApplicantsImprovements for Applicants

V.V. Improvements for Hiring Managers/ReviewersImprovements for Hiring Managers/Reviewers

VI.VI. SuccessSuccess

VII.VII. The future for SPCThe future for SPC

July 12, 2006 FLCUPA-HR Summer Conference

Where St. Petersburg College Has Been

Paper-and-pencil application system completely replaced Paper-and-pencil application system completely replaced by online systemby online system

The first online system was a step forward, but still lackingThe first online system was a step forward, but still lacking

July 12, 2006 FLCUPA-HR Summer Conference

Progress in Technology

July 12, 2006 FLCUPA-HR Summer Conference

Progress in Technology

New web-based system implemented using PHP and New web-based system implemented using PHP and SQL ServerSQL Server

1) Pros:- access from anywhere- easier to maintain and update- much more user-friendly and secure

2) Cons: the web browser nightmare

Progress in Technology

Why Security MattersWhy Security Matters

Your clients trust you with their personal data.Your clients trust you with their personal data.YOUYOU are responsible for its safe-keeping. are responsible for its safe-keeping.

20042004 – ChoicePoint system security breach exposes 140K+ – ChoicePoint system security breach exposes 140K+ consumers consumers

20052005 – 1.2 million federal employees' SSNs and account – 1.2 million federal employees' SSNs and account information lost by Bank of Americainformation lost by Bank of America

20062006 – 26.5 million veterans’ Personal Data stolen – 26.5 million veterans’ Personal Data stolen

July 12, 2006 FLCUPA-HR Summer Conference

Progress in Technology

Why Security MattersWhy Security Matters

Florida Security Breach LawFlorida Security Breach LawHB 481, signed June 14, 2005, Chapter 2005-229.HB 481, signed June 14, 2005, Chapter 2005-229.Effective July 1, 2005. Effective July 1, 2005.

Requires notice within 45 days to consumers of material breach Requires notice within 45 days to consumers of material breach in the security, confidentiality or integrity of computerized, in the security, confidentiality or integrity of computerized,

unencrypted personal informationunencrypted personal information held by a held by a person who conducts business in the state. Fines are person who conducts business in the state. Fines are imposed for each day after 45 that the breach goes imposed for each day after 45 that the breach goes undisclosed. $1,000/day, then $50,000/month, and up to undisclosed. $1,000/day, then $50,000/month, and up to $500,000 after 180 days. $500,000 after 180 days.

July 12, 2006 FLCUPA-HR Summer Conference

Progress in Technology

Security DetailsSecurity Details

• 128-bit SSL encryption – for data connections128-bit SSL encryption – for data connections

• Separate RC4 encryption for SSN storageSeparate RC4 encryption for SSN storage

Encrypted SSN looks like this: î*½th ¿�Encrypted SSN looks like this: î*½th ¿�• HR & Hiring Manager access via Microsoft Active DirectoryHR & Hiring Manager access via Microsoft Active Directory

• Restrictions on who can see SSNsRestrictions on who can see SSNs

(XXX-XX-6591 format for non-HR viewers)(XXX-XX-6591 format for non-HR viewers)

• Session timeout on public computersSession timeout on public computers

July 12, 2006 FLCUPA-HR Summer Conference

Improvements for Human Resources Staff

Improved Workflow, Increased ProductivityImproved Workflow, Increased Productivity

• Ease in posting and editing – faster and more accurateEase in posting and editing – faster and more accurate

• Easily searchable (position number, first or last name, type of position, Easily searchable (position number, first or last name, type of position, date of application, address, phone, FT/PT, application confirmation #)date of application, address, phone, FT/PT, application confirmation #)

• Ability to sort positions/applications multiple waysAbility to sort positions/applications multiple ways

• HR can remove applicants who do not meet the minimum HR can remove applicants who do not meet the minimum qualifications (managers/reviewers never see them)qualifications (managers/reviewers never see them)

• HR and Equity office both tie in to system HR and Equity office both tie in to system

• Can easily check every position for which a person has applied Can easily check every position for which a person has applied

• Easily e-mail applicant if he/she is missing pool authorization card or Easily e-mail applicant if he/she is missing pool authorization card or applicationapplication

• Homegrown system meets SPC’s unique needs; bugs can be fixed and Homegrown system meets SPC’s unique needs; bugs can be fixed and features can be updated quicklyfeatures can be updated quickly

July 12, 2006 FLCUPA-HR Summer Conference

Improvements for Human Resources Staff

AutomationAutomation

• ““open date” allows job to be posted in the system ahead of the date open date” allows job to be posted in the system ahead of the date it’s actually “live” to the publicit’s actually “live” to the public

• ““review date” triggers a reminder for HR to review applicant pool for review date” triggers a reminder for HR to review applicant pool for diversity before authorizing the system to forward it to the equity diversity before authorizing the system to forward it to the equity officerofficer

• system-generated e-mails remind key players of the status of system-generated e-mails remind key players of the status of positionspositions

• Automatically archives old positions, applications and pool Automatically archives old positions, applications and pool authorization cardsauthorization cards

• Employment Verifications are much easier to collectEmployment Verifications are much easier to collect

July 12, 2006 FLCUPA-HR Summer Conference

July 12, 2006 FLCUPA-HR Summer Conference

Applicant for Computer Support Specialist positionApplicant for Computer Support Specialist position

““has has commutercommuter experience” experience”

July 12, 2006 FLCUPA-HR Summer Conference

"Experienced supervisor, defective with both "Experienced supervisor, defective with both rookies and seasoned professionals.”rookies and seasoned professionals.”

July 12, 2006 FLCUPA-HR Summer Conference

"I need just enough money to have"I need just enough money to havepizza every night."pizza every night."

July 12, 2006 FLCUPA-HR Summer Conference

"I'll need $30K to start, full medical, three "I'll need $30K to start, full medical, three weeks of vacation, stock options and weeks of vacation, stock options and

ideally a European sedan."ideally a European sedan."

July 12, 2006 FLCUPA-HR Summer Conference

"Please don't regard my 14 positions as "Please don't regard my 14 positions as job-hopping. I never once quit a job."job-hopping. I never once quit a job."

July 12, 2006 FLCUPA-HR Summer Conference

"I prefer informality like wearing sports "I prefer informality like wearing sports shirts and sandals for footwear in the shirts and sandals for footwear in the summer. I prefer setting my own pace. summer. I prefer setting my own pace. When things get slack I like the right to When things get slack I like the right to

walk out and get a haircut during walk out and get a haircut during working hours."working hours."

July 12, 2006 FLCUPA-HR Summer Conference

"Consistently tanked as top sales "Consistently tanked as top sales producer for new accounts."producer for new accounts."

July 12, 2006 FLCUPA-HR Summer Conference

"I am quick at typing, about 25 words per "I am quick at typing, about 25 words per minute, 35 with caffeinated coffee."minute, 35 with caffeinated coffee."

July 12, 2006 FLCUPA-HR Summer Conference

"Being in trouble with the law, I moved "Being in trouble with the law, I moved quite frequently."quite frequently."

July 12, 2006 FLCUPA-HR Summer Conference

"Seeking a party-time position with "Seeking a party-time position with potential for advancement."potential for advancement."

July 12, 2006 FLCUPA-HR Summer Conference

Improvements for Applicants

• User-friendly postingsUser-friendly postings– HR Employment web page and the application forms are much

more browser compatible– Easy options for type of listings to view– Consistent formatting– Links to position descriptions– Status color codes– Listings RSS feed

• Clear and secure application processClear and secure application process– Personal information is much more secure (public/private computer,

SSL, encrypted SSN)– Ability to add more employers, references, degrees, etc.– Shows progress as applicant moves through the application; ability

to go back at any point

Improvements for Applicants

• Review and ConfirmationReview and Confirmation– Gives applicant a printer-friendly view of the completed applications

before submission– Sends applicant a confirmation e-mail after submission

• System remembers key informationSystem remembers key information– Basic contact information automatically pours into pool

authorization card from application (and vice-versa)– Remembers if applicant has, within the last 6 months, submitted the

correct application for the classification of position indicated by pool authorization card (and tells applicant)

July 12, 2006 FLCUPA-HR Summer Conference

Improvements for Hiring Managers/Reviewers

• Real-time, 24/7 online access to fully updated poolsReal-time, 24/7 online access to fully updated pools

• Employment Verification Form is populated from the Employment Verification Form is populated from the application and prints by clicking an icon right on the application and prints by clicking an icon right on the application.application.

• Applications are more compact and legibleApplications are more compact and legible

• Can see applicant’s résumé on the applicationCan see applicant’s résumé on the application

July 12, 2006 FLCUPA-HR Summer Conference

Success

1.1. In Human Resources, improved workflow means increased productivityIn Human Resources, improved workflow means increased productivity

2.2. HR dropped off the college’s internal “security risk” listHR dropped off the college’s internal “security risk” list

3.3. Increased goodwill between HR and hiring managers/reviewersIncreased goodwill between HR and hiring managers/reviewers

“It still thrills me how wonderfully this works.”- Executive Staff Assistant

“Really like the compact format [of applications].”- Director, Web & Instructional Technology Services

July 12, 2006 FLCUPA-HR Summer Conference

Success

1.1. In Human Resources, improved workflow means increased productivityIn Human Resources, improved workflow means increased productivity

2.2. HR dropped off the college’s internal “security risk” listHR dropped off the college’s internal “security risk” list

3.3. Increased goodwill between HR and hiring managers/reviewersIncreased goodwill between HR and hiring managers/reviewers

“Truly liked the single-click capability of getting the details about any given position.”

- Applicant

“As a manager, I did not have to wait for hard copies of applications to be mailed to me.  I could review them on-line and only print the ones that I felt were qualified to be interviewed.”

- Hiring Manager

July 12, 2006 FLCUPA-HR Summer Conference

Success

1.1. In Human Resources, improved workflow means increased productivityIn Human Resources, improved workflow means increased productivity

2.2. HR dropped off the college’s internal “security risk” listHR dropped off the college’s internal “security risk” list

3.3. Increased goodwill between HR and hiring managers/reviewersIncreased goodwill between HR and hiring managers/reviewers

“I like the ability to share information with interview teams without killing a thousand trees.”

- Provost

“If a new applicant comes in after the close date you can still view it and not wait for HR to send ‘a new batch.’ “

- Hiring Manager

July 12, 2006 FLCUPA-HR Summer Conference

Success

1.1. In Human Resources, improved workflow means increased productivityIn Human Resources, improved workflow means increased productivity

2.2. HR dropped off the college’s internal “security risk” listHR dropped off the college’s internal “security risk” list

3.3. Increased goodwill between HR and hiring managers/reviewersIncreased goodwill between HR and hiring managers/reviewers

“The [old] process took too long to share applications... The new process allows us to respond in a more timely manner.”

- Associate Provost

“I like the 'at-a-glance' aspect of color utilization to indicate status .”- Applicant

July 12, 2006 FLCUPA-HR Summer Conference

The Future for SPC

• Ability for HR and applicants to update applicationsAbility for HR and applicants to update applications

• Record and track which applicants were interviewed and Record and track which applicants were interviewed and which were hiredwhich were hired

• Automatic generation of “thanks but no thanks” e-mails to Automatic generation of “thanks but no thanks” e-mails to applicants not hiredapplicants not hired

• Automatic notification to hiring managers that new Automatic notification to hiring managers that new applicants are in the pool applicants are in the pool

• Daily/weekly summary of job opening activity sent to hiring Daily/weekly summary of job opening activity sent to hiring managersmanagers

• Robust reporting features to track applicant trends Robust reporting features to track applicant trends (demographics, how heard about the job)(demographics, how heard about the job)

July 12, 2006 FLCUPA-HR Summer Conference

Presented by:Presented by:

William HaunWilliam HaunSr. Web Analyst/Programmer, Web & Instructional TechnologySr. Web Analyst/Programmer, Web & Instructional Technology

St. Petersburg CollegeSt. Petersburg [email protected]@spcollege.edu

Patty JonesPatty JonesAssociate Director, Human ResourcesAssociate Director, Human Resources

St. Petersburg CollegeSt. Petersburg [email protected]@spcollege.edu

Question & Answer