Applicant Tracking & Disposition: What Recruiters Need To Know About Their Decisions

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1 Applicant Tracking & Disposition: What Recruiters Need To Know About Their Decisions A presentation of the BCG Institute for Workforce Development (BCGi) March 14, 2013 The following presentation is not to be construed as legal advice. For specific legal advice please consult your corporate counsel or a labor attorney.

2 Contact Information. Esmeralda Bermudez EEO/AAP Analyst II Jena Vue EEO/AAP Analyst I Biddle Consulting Group, Inc. Biddle Consulting Group, Inc. 193 Blue Ravine, Ste Blue Ravine, Ste.270 Folsom, CA Folsom, CA ext ext The following presentation is Copyrighted by Biddle Consulting Group, Inc.

3 Overview of Biddle Consulting Group, Inc. Leader in the EEO/AA Consulting Niche Affirmative Action Plan (AAP) Consulting & Fulfillment Assessments EEO Litigation Consulting /Expert Witness Services Compensation Analysis Publications/Books BCG Institute for Workforce Development Nation-wide Speaking and Training Largest EEO/AAP Consulting Firm (since 1974) EEs Develop thousands of AAPs for hundreds of contractors Audit and compliance assistance Enterprise AAP software used by hundreds of contractors AutoGOJA job analysis software (geared for validation) Test Validation & Analysis Program (TVAP) CritiCall call center testing for 911 operators (900+ clients) OPAC Administrative skills testing (1,000+ clients) Situational Assessments (General and Nursing) C4 call center testing for in/outbound call takers Over 200+ cases in EEO/AA (both plaintiff and defense) Focus on disparate impact/validation cases Proactive and litigation/enforcement pay equity studies COMPare compensation analysis software EEO Insight : Leading EEO Compliance Journal Adverse Impact Analysis (2 nd ed.) / Compensation Analysis (1 st ed.) 3,000+ members who receive free webinars and publications BCGi Platinum paid subscription membership w/eeo tools Several consultants 3 on national speaking circuit Topics include EEO compliance, statistics, and validation

4 Disclaimer OFCCP audits are a complex topic But they are an important topic And one that has significant ramifications We are not giving legal advice This presentation has been designed to benefit all stakeholders in the EEO compliance community 4

5 Visit BCGi Online If you enjoy this webinar, Don t forget to check out our other training opportunities through the BCGi website. Join our online learning community by signing up (its free) and we will notify you of our upcoming free training events as well as other information of value to the HR community. 5

6 Agenda 6

7 OFCCP Update

8 OFCCP Update Current Activities: OFCCP is still aggressively pursuing Recordkeeping/Adverse Impact issues OFCCP is vigorously asking for proof of those job postings/recruitment = DOCUMENTATION!! Compensation! New Directive: 307 Procedures for Review Compensation Purpose: guide how CO s will/should conduct compensation reviews Effective: as of February 28, 2013 Providing data by pay ranges/salary grades, level, band or job groups Challenge: Federal Contractors may not have a pay structure in place which we will see if CO s will accept by job title National Equal Pay Enforcement Task Force Developed to implement President Obama s pledge on equal pay It brings together the OFCCP, EEOC, DOJ, DOL, and the OPM (Office of Personnel Management) 8

9 Coming Soon: OFCCP Update Expected in April 2013 Section 503 of the Rehabilitation Act and VEVRAA Meaning: Goals for Veterans and the Disabled are coming Significant increase in scrutiny regarding the recruitment, selection and retention of veterans and the disabled 9

10 Definition of an Internet Applicant

11 Definition of an Internet Applicant Required Optional 1. Individual Submits Expression of Interest Solicit Race/Ethnicity & Gender Make an effort to solicit race/ethnicity & gender for all Applicants 2. Contractor Considers Individual for a Particular Position 3. Individual Possesses Basic Qualifications 3 Conditions of BQ: Retain Records Non- Comparative Objective Relevant 4. Individual Does NOT Self- Eliminate Before Offer is Made Individuals who meet all 4 prongs are applicants and will be included in the Personal Transactions and Adverse Impact Analyses 5. Individual is an Applicant

12 Definition of an Internet Applicant Things to Consider: Did he/she follow protocol regarding submission of the application? YES Was the resume reviewed (i.e., YES considered)? YES Did he/she meet the basic qualification? NO Did he/she self-withdraw from the process?. then he/she is an applicant! 12

13 Definition of an Internet Applicant Basic Qualifications Must be Established in Advance Maintain a record of BQ(s) that will be used to search a database Demographics must be solicited from all job seekers who met the BQ Retain records of those who met the BQ even if they eventually did not become an applicant. 13

14 Definition of an Internet Applicant From the FAQ: If the contractor does not open the resume as a result of appropriate data management techniques that limit the number of resume "hits" that are reviewed, then the contractor has not considered that individual. 14

15 Data Management Technique & Applicant Data Tracking

16 Data Management Techniques & Applicant Data Tracking Random Sampling - small subset drawn at random 16 Absolute Numerical Ceilings - contractor reviews only pre-destined number of resumes Give me the first 100 resumes

17 Data Management Techniques & Applicant Data Tracking Serial/Combination Screening (Example): Position: Emergency Room Nursing Supervisor Basic Qualifications (must be pre-established): B.S. in Nursing State Registered Nurse Bi-Lingual in English and Spanish 3 years of emergency room nursing experience 2 years of supervisory experience 17

18 Data Management Techniques & Applicant Data Tracking First 3 BQ s: Degree; RN; Bi-Lingual 4 th BQ: 3 years of emergency room experience 5 th BQ: 2 years of supervisory experience 18 IMPORTANT! All BQ s must be pre-established

19 Data Management Techniques & Applicant Data Tracking ATS and HRIS are not talking to each other (i.e., no connection) Mr. HRIS Mrs. ATS 19

20 Data Management Techniques & Applicant Data Tracking Issues: Identifying the correct applicant pool for the hires Information differs from one system to another Race/gender information Location Job title Are there requisitions not filled? 20

21 Data Management Techniques & Applicant Data Tracking Common Data Challenges (During an Audit) Hires are not in the applicant pool Not enough applicants for the hires Hires > Applicants One to One Ratio BEWARE: Total numbers could be deceiving Number of applicants seem appropriate Further review reveals that some hires are ACTUALLY not present in the applicant pool 21

22 Data Management Techniques & Applicant Data Tracking 10 Female Applicants with 5 female hires Applicants = 10 Jane 1 Jane 2 Jane 3 Jane 4 Jane 5 Jane 6 Jane 7 Jane 8 Jane 9 Jane 10 Hires = 5 Jane 1 Jane 2 Jane 3 Mary Joan 22

23 Applicant Tracking Recommendations

24 Applicant Tracking Recommendations Artificially force the ATS and HRIS systems to talk Make it a protocol to transfer requisition numbers in HRIS when applicants get hired Can the ATS store employee numbers? Periodically update applicant pool (when feasible) every time hires occur Perform regular self-audit 24

25 Applicant Tracking Recommendations Create separate reqs # for each job title Advertise for a generic job title Example: Nurses vs. Nurse I, Nurse II, Nurse III Set BQ s that could be considered generic Example: State registered nurse Pick from the pool of applicants for positions needed filled Example: If Nurse II is needed, then everybody from the pool who possess the BQ to be a Nurse II is your applicant pool 25

26 Applicant Tracking Recommendations A robust ATS will also track dates in each of the application stages. Req. No. App. No. App. Rec. Written Test Interview 1 Interview 2 Offer Made Hired /23/2012 1/27/2012 2/15/ /5/2012 2/15/ /14/2012 2/15/2012 2/19/2012 3/19/ /8/2012 3/12/2012 3/15/2012 3/19/2012 3/20/2012 3/20/ /10/2012 3/12/

27 Disposition Codes

28 Disposition Codes There are two primary reasons (aside from the legal requirement) why it is in the employers best interests to ensure proper use of disposition codes within their ATS: To filter-out individuals who do not meet the definition of applicant To conduct adverse impact step analyses necessary to pinpoint specific issues 28

29 Disposition Codes Component Step Analyses At the heart of a well-developed (compliant) ATS are disposition codes. A disposition code is a device that identifies ALL specific decisions or actions that have been taken relative to an Applicant.

30 Will one set of disposition codes suffice? Job #1: General Job #2: Above-Entry Job #3: Entry-Level 1. Application Screening 1. Application Screening 1. Application Screening 2. Written Test 2. Written Test 2. Data Mgmt Technique 3. Selection for Interview 3. Selection for Interview #1 3. Interview 4. Interview/Hire 4. Interview #1 4. Hire 5. Selection for Interview #2 6. Interview #2 7. Post-Offer Assessments 8. Hire What if all jobs were forced to use the same codes? How would you analyze Interview #2 if the code simply states Passed Interview? 30 Disposition Codes

31 Creating Disposition Codes Step 1: Choose a high-volume, entry-level position This will help to prioritize based on legal exposure and number of applicants/hires Step 2: Create a flowchart of the selection process This is helpful in the event of an audit, and will also be beneficial when creating disposition codes Step 3: Create disposition codes aligned with each step in the selection process Balance it when create enough codes to capture all necessary data, but not too many that can become overly cumbersome Codes must allow analysis of each step (Ideally) Include secondary codes to track more granular detail (e.g., which BQ did they fail, which post-offer assessment did they fail, etc.) Step 4: Create additional codes that allow for refinements based on the definition of internet applicant (e.g., withdrawals, not willing, etc.) 31

32 Sample Disposition Codes 1. Application Received 2. Not an Applicant a) Did not complete online application process b) Lied on application c) Not considered for a specific position 3. Not Interested a) Shift b) Location c) Salary d) Hours This is just a starting point specific disposition codes must be created to match your organization s hiring/selection processes. 32 Copyright 2012 BCG, Inc.

33 Sample Disposition Codes 4. Passed Basic Qualification Screening 5. Failed Basic Qualification Screening a)age b)licenses (ex. CDL) c) Lifting (ex. 50lbs.) d)education (ex. Bachelor s Degree) 6. Invited to Take Written Test No Show 7. Invited to Take Written Test Unable to Contact 8. Failed Written Test 33 Copyright 2012 BCG, Inc.

34 Sample Disposition Codes 9. Passed Written Test Forwarded to Specific Requisition 10. Not Selected for Interview 11. Invited for Interview No Show 12. Invited for Interview Unable to Contact 13. Failed Interview 14.Offer of Employment Declined 34

35 Sample Disposition Codes 15.Offer Accepted Failed Drug Test 16. Offer Accepted Failed Medical 17. Offer Accepted Failed Background 18. Offer Accepted No Show 19. Offer Accepted Hired 35

36 Recommendations: Disposition Codes Most ATS have the ability to collect disposition codes (i.e., status). Configure the ATS to collect/retain a history of disposition codes for each applicant Disposition codes should be job specific Train users on the proper use of the system Let users know WHY it is important (e.g., provide AAP/EEO training, get them involved in audits, etc.) - collaborate 36

37 The Big Picture

38 The Big Picture 1. Adverse impact in hiring continues to be the OFCCP s highest priority (with the most potential financial damages) 2. Accurate and detailed applicant data is crucial to ensuring analyses reflect reality 38

39 39 The Big Picture 3. Collecting accurate and detailed applicant data requires a comprehensive strategy including: A robust Applicant Tracking System (ATS) Proper configuration of the system to track applicants throughout the selection processes Proper training on usage of the system Proper reporting of data within the system Periodic evaluation and monitoring of data within the system with feedback for users 4. Recruiters and hiring managers are on the front lines when it comes to collecting and retaining accurate and complete applicant data

40 EEO Insight 40

41 Contact Information. Esmeralda Bermudez EEO/AAP Analyst II Jena Vue EEO/AAP Analyst I Biddle Consulting Group, Inc. Biddle Consulting Group, Inc. 193 Blue Ravine, Ste Blue Ravine, Ste.270 Folsom, CA Folsom, CA ext ext The following presentation is Copyrighted by Biddle Consulting Group, Inc.

42 Questions. 42

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