Integrating ATS and HRIS with Online Assessment Checklist of issues to organise talent analytics and maximise the benefit of your integration
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
IntegratingATS and HRISwith Online Assessment
Checklist of issues to organise talent analyticsand maximise the benefit of your integration
When looking at integrating online assessment, tests and questionnaires with your ATS or HRIS,track record, expertise and knowledge are the critical success factors coupled with essential andnecessary great project management and communication skills.
cut-e has an unrivalled integration project case history with dozens of implementations with ATS andHRIS systems both large and small. You can benefit from our track record by taking a look at whatwe know as crucial for consideration, where the common pitfalls and hurdles can be and what weknow makes for success.
Having considered these areas, ask your assessment vendor about its capability to implement andsupport you.
The candidate experience
Often one of the two driving forces for the integration project – the other being a time-saving andefficiency need – candidate experience has become increasingly important in recent years astalented applicants realise their desirability to potential employers. Employers wish to reflect leadingedge, innovative, exciting and engaging employer brand in their recruitment and selection processesmeaning that online application, assessment and engagement are a necessity. They want to providea hassle-free application environment and one which appears straightforward and seamless to theirapplicants.
What you needto know
Points to consider Checked
Are candidates able to complete any online assessment(s) from a singlelink or log-in? This is really important if you want to provide a joined-upexperience for your candidates.
Are you able to tailor and customise the process, the look and feel and thelanguage to reflect your corporate identity? Again, critical if you want to beable to support employer brand. Many assessment vendors will offer this brandingcustomisation but do explore with them the extent to which elements can bechanged as well as defining the process to meet your specific needs.
Are your assessment vendors able to ensure that the assessments youchoose to use open up to make use of the full screen so that candidatesare not disadvantaged by working with a small presentation? This isimportant to ensure the positive testing experience but also to protect theintegrity of the assessment.
How does the integration manage rare but inevitable connectivity issues– and how is this flagged? You’ll want to know this when you are reviewing theresults you see within the system.
Does the assessment vendor want to have final approval of the testbefore ‘going live’? An assessment vendor committed to maintaining qualitywill seek final approval and sign off of the presentation. This is to ensure that theintegrity of the tests /questionnaires and the candidate experience is retained.
Gaining control and being sure of standardisation
The other driver for an implementation project is the need to ensure speed, standardisation andefficiency and the removal of human error through manual data entry. If that is the case, theseareas need to be front of mind when talking to your assessment vendor and ATS or HRIS provider.
Including the assessments you want
The starting-point to the integration with your ATS or HRIS is defining the assessments you want touse. Don’t be swayed from choosing the most appropriate, relevant and informative assessmentsthat will help you make the decisions you need to and will provide you and the business with therelevant data analytics.
Points to consider Checked
Are you able to define the workflow and process at the start of theproject? You will want to make sure that your current process is built into theworkflow of the software although be prepared that you may find improvementsto your own process as you work through the project! You should avoid adoptinga new process pre-determined by the software.
Are you able to customise and change the process as your needs change?You may want to alter the process as your business needs change. Look to ensureyou are able to do this within a reasonable and controllable cost.
Points to consider Checked
Is the assessment vendor able to specify and determine different routesof assessment for different applicants? Some vendors will help define apackage of tools from which you can choose but you will want to decide whichassessments are to be used for which job roles or vacancies.
Are you able to ensure that one candidate gets a single personal ID? Thismeans that if candidates are completing more than one assessment, they are alllinked to the same single person record.
Is your assessment vendor able to provide the language coverage ofassessment and report you need? If not, explore with the vendor how thesecan be developed.
The results
Often overlooked in an implementation project as the focus is on the candidate and the delivery ofthe assessments, but the way in which you are able to access, compare and review the results willmake the difference between an invaluable system and one which you wish you had looked theresults in a little more depth.
Security and peace of mind
The security of your data and your confidence in this is absolutely critical in any integration – andindeed any online assessment. You cannot afford to take risks in this area or work with a vendorwithout specific knowledge and expertise. You need to know about data for your country, where it isstored and how – and how the requirements may differ depending on the stage of the employee lifecycle in which assessment is used.
Get the most fromyour integration
Think about Checked
How are you able to query the results? Are you able to ensure you canlook at only the completed results and not those assessments still ‘inprogress’ by an applicant? You will need to be able to do this as you don’t wantto be making decisions based on incomplete test sessions.
Which normative sets or groups do you want to apply to any givencandidate’s results? Make sure you are able to choose different norm groups forthe same candidate to make comparisons – rather than being limited to onlyhaving a single normative set.
Can the PDFs of reports be stored? You will no doubt need to access thereports of the results at a later stage or for sharing with other managers. Makesure that your assessment vendor is able to do this as part of the integration.
Think about Checked
Do you know your responsibilities and permissions regarding holdingdata of potential and current employees? These vary and you and yourassessment vendor need to familiarise yourself with this.
What data protection measures and expertise does your vendor have inplace? You need to understand how data is held so that you can be sure that theindividual’s privacy is protected.
Are you able to adjust the settings to accommodate changes in securityneeded? You may need this level of flexibility so investigate this with theassessment vendor.
What experience does the assessment vendor have regardingassessment in different countries with different data protection issues?Check this out and talk to other clients that it has.
Testing and trialling
A critical part of the programme is to test and trial the process, the assessments, the access, theresults, and the transfer of data within the system.
Managing the project
The success of the integration project will be determined in part by the way in which the project ismanaged. An integration project by its very nature requires that third-party suppliers are workingclosely together and you’ll no doubt want teams with experience who have worked on other projectstogether.
Think about Checked
Make sure that all testing by all parties and stakeholders is carried out onthe ‘live’ set.
Don’t work in another area as this may not replicate the process andintegration when ‘live’.
Create test scripts which replicate participant behaviour. Work through allthe processes and options, so that you find any oddities early on.
Think about Checked
Consider the track record and testimonials of the assessment vendor andits demonstrable and verifiable experience of integrating with yourspecific ATS or HRIS. Talk to those with whom it has worked and understandhow the project progressed.
Decide who is to be the main point of contact and liaison with the twothird parties and how you will manage this internally.
Ensure third parties allocate resource to manage the project and a namedperson is your point of contact.
Define internal stakeholders, plan and execute communications plan andgain buy-in from all stakeholders.
Arrange milestone and progress meetings or updates – essential forkeeping it all on track.
cut-e integration experience
We have worked with dozens of talent management system providers across scores of suchintegrations. We know what works, what questions to ask, and what pitfalls to avoid. We haveexperience in integrating with all of the major HRIS and ATS vendors and many of the smaller sizedsuppliers – and we know how to manage these projects. Here are just some of the partners we haveintegrated with:
cut-e: a partner withexpertise and experience
“There is a seamless integration thanks to the XML interface provided by cut-e
between the application management tool and cut-e’s online assessment. The
completely anonymised process guarantees data security in the communication
between both systems.”
Clients who trust in cut-e integration expertise
If you already have an HR Information System or Application Tracking System in place that works foryou and you want to now look to integrate assessment with this, then talk to us. Our track record inintegrating our assessments with HRIS and ATS is broad and deep. We have worked with dozens oftalent management systems providers across scores of integrations – and we know exactly how todo this and where the challenges and pitfalls are.
cut-e:a preferred partner
cut-e is a world leader in the design and implementation of innovative online tests and questionnairesfor recruitment, selection and development. cut-e helps companies identify people with the rightcapabilities and cultural fit to deliver optimal business results. cut-e carries out over 12 millionassessments per year in over 70 countries and 40 languages.
“The HR-XML interface, supported by integration specialists on both sides, ensured a
hassle-free project and a seamless integration between both systems.”
Related Documents
