The new HR Information System: Inside the world of e-recruitment

Transcription

1 UAS Conference 2010 The new HR Information System: Inside the world of e-recruitment Alison Cross, Anne Harkness, Heather Skevington and Elena McPhilbin Personnel Services, Business Services and Projects, Nuffield Dept of Medicine Page 1

2 Agenda 1. Brief recap and programme plan 2. Tranche 1 e-recruitment pilot 1 NDM s experiences 3. Tranche 2 e-recruitment pilot 2 Personnel project Impact on OPENdoor usage 4. Questions Page 2

3 Recap: overall aim, Blueprint and benefits Remove risk of OPENdoor failure Process efficiencies and streamline processes Reduce slow paper-based activity Standardise processes where possible Strengthen financial control and compliance Improve data capture and quality of information Mandatory use of key parts of system Page 3

4 HRIS Programme: Nov May 2012 Tranche 1 Nov 09 Jul 10 Page 4

5 e-recruitment pilot 1: 27 July 2010 Pilot and demonstrate: Core Recruitment software Viability of online application process Capture of equality and diversity information Nuffield Department of Medicine (NDM) Oxford Centre for Diabetes, Endocrinology, and Metabolism (OCDEM) Experimental Medicine Division Page 5

6 Pilot 1 process areas Step 1: prepare for recruitment Step 4: plan recruitment Step 6: manage applications & shortlisting Step 7: manage interviews Step 9: manage new starter/confirm offer Page 6

7 Online e-recruitment web interface Page 7

8 Applicant help, demonstration & FAQs Page 8

9 NDM experience: Setting the scene & feedback What we did Initial feedback from administrators Initial feedback from line managers Applicant experience (based on survey results) Pilot 1 still active: lessons for pilot 2 Page 9

10 HRIS Programme: Nov May 2012 Tranche 2 Jul 10 Mar 11 Page 10

11 e-recruitment pilot 2: building on facilities available in pilot 1, phased releases to reduce risk September Technical upgrade, with Core e- Recruitment enhancements, running on new infrastructure October - November Expand process: requisitions, post creation and self-service for interview panel Extend to additional departments New jobs web page and migration of job listings to Core system Page 11

12 e-recruitment pilot 2 Incorporating lessons learned from pilot 1 Review appearance and function of the University jobs web page Redesign to improve information and search facilities available to applicants Page 12

13 Pilot 2 - University job pages: Current Page 13

14 Pilot 2 - University job pages: Prototype Page 14

15 Pilot 2 process areas Step 1: prepare for recruitment Step 2: approve recruitment Step 4: plan recruitment Step 6: manage applications & shortlisting Step 7: manage interviews Step 8: manage offers Step 9: manage new starter/confirm offer Page 15

16 Further rollout e-recruitment Departments involved in Pilot 2: NDM, UAS, Physics Talking to one further department tbc Pause e-recruitment roll-out to allow for: Focus on go-live of the Personnel module Review e-recruitment Pilot 2 Develop programme plans for tranches 3-5 Roll-out across all departments during 2011 Page 16

17 Personnel project Collection of business requirements Information captured during HRIS Review Guidance from the process groups One-to-one consultations Understanding of Core and best practice Workshops to agree how Core system is to be used and supporting processes New starters Changes and transfers to other departments Leavers (from the University) Posts, roles and security Page 17

18 Personnel project Use of some parts of system will be mandatory Outputs from the workshops: Requirements reconfirmed Solution design and configuration agreed Processes designed Agree management of gaps between requirements and systems capability Objective is to agree workarounds rather than customise Core to address gaps Page 18

19 Personnel project Build Migration routines to transfer staff record information from the old to the new system Interfaces to/from neighbouring systems HESA Reporting Training materials Audit of system design Business Support Team to be established Page 19

20 Personnel project How will departments be affected? When? How will departments and divisions be supported? Departmental preparation Page 20

21 Use of OPENdoor As new functionality is made available, OPENdoor functionality will be phased out In the meantime: OPENdoor continues to be available as now Questions to existing users to establish the active OPENdoor user base Page 21

22 Keeping informed Next online bulletin in October Page 22

23 Training survey Requested by the HRIS Training Process Group To gain understanding of staff experiences of finding and booking training Results will assist in implementing the new Core training module to be adopted by the University s training providers Deadline: 30 September 2010 Page 23

24 QUESTIONS Page 24