Request for Information (RFI) On-Line Applicant Tracking System

Transcription

1 BACKGROUND Request for Information (RFI) On-Line Applicant Tracking System Community Transit is a special purpose municipal corporation providing public transportation services. It was created by Snohomish County voters in Community Transit is a full service public transportation provider. Its services include fixed route transit, paratransit, vanpool, ridematching and Sound Transit Express Services. In 2008, approximately 11.8 million people used Community Transit services. Community Transit employs over 710 people. PURPOSE The purpose of this Request for Information (RFI) is to obtain information about online applicant tracking system that meets all of Community Transit s needs and allow vendors to present information on product features that may be of interest. This RFI will help Community Transit understand the range of offerings in the market. We plan to issue a Request for Proposal (RFP) in The Human Resources (HR) Division currently utilizes an applicant tracking system that we have had a little over 4 years. This system is used from requisition to offer. Applicants apply via a web address that mimics Community Transit s website look. Applicants create a user account and manage applications via this account. For supplemental information (driving abstracts, for example), applicants must upload scanned copies, fax, mail or bring the information in, in person. In 2008, we received over 3,100 applications for 67 recruitments. As of August 2009 we received over 3,500 applications for 52 recruitments. Current Process The steps in the recruiting process are currently as follows: 1. Human Resources generates a requisition once a position is required. The requisition is routed electronically for approval using the applicant tracking system. Hiring managers log into a limited-view version and are able to approve or deny requisitions. Once a hiring official approves a requisition, it moves to the next level of approval. Human Resources is notified automatically at each stage of approval (or in the case of denial). 2. Human Resources use the job description or class specification (class spec) to create a job posting, write supplemental questions and create an exam plan. This includes setting up auto-scoring for minimum qualifications, testing hurdles and notes to the recruitment folder. HR buys advertising and records purchases in the tracking system. All of this information resides in the tracking system. Printed job postings are created manually using MS Word and stored in network files. An example of a printed job posting is attached to this RFI. 3. The job is posted on a particular date. Human Resources notifies all subscribers of a rider-alert system that a new recruitment has opened. Subscribers set their alert preferences to and/or cell phone. This system is designed for riders of the Page 1

2 Request for Information (RFI) On-Line Applicant Tracking System transit system, but has an opt-in feature people can use to ensure they receive an alert when new jobs post. Currently, the rider alert system, GovDelivery, does not talk to our current application tracking system so job alert information must be entered manually for each open position. However, the application service we use for applicant tracking has its own job-specific alert system and some job hunters use that, instead. 4. By policy, the job must remain open for a minimum of 14 days. However, depending on the nature of the recruitment, we may elect to establish first-consideration applicants either by date or by number of applications. A job may be open for longer than 14 days -- some cases continuously or until-filled in other cases. Promotional jobs in Maintenance shop open for 10 days by Collective Bargaining agreement. Applicants must have submitted all application materials by the closing date and time. Except in rare circumstances or when required in accordance with the Americans with Disabilities Act, we only accept online applications. 5. Applications are screened for minimum qualifications by Human Resources. Preferably, this is done via an auto-scoring system and based on responses to application questions. Those applications passing minimum qualifications screening are then reviewed to determine whether they meet entry requirements thru the full exam process by Human Resources and then the hiring official 6. Selected applicants may be invited to test or to interview, depending on the nature of the position and how the exam plan is set up. Invitations to test, schedules and notices are sent out by the system via using templates we create, currently formatted using html. All communications are handled by phone or Following the interview process, candidates undergo a criminal background check and reference check. We require professional references, meaning that the applicant must have worked for the reference so that the reference is able to speak at length to the quality of their performance. We are interested in an auto reference feature, if it can be tailored to specific job requirements. 8. If the position is considered safety-sensitive under the federal Department of Transportation s (DOT) definition, then they must complete a release that allows us to contact any DOT-covered employer in the prior two years for drug and alcoholrelated testing information. The release contains language provided by the DOT, but is customized with Community Transit s logo and contact information. We are required to send out this information prior to making an offer, contingent or otherwise. Automating this would be a valuable enhancement. 9. If the position is considered safety-sensitive we make an oral contingent offer and send the candidate for a DOT-physical and drug screen. The candidate must pass the physical and we must receive negative drug screen results before generating a written offer. Page 2

3 Request for Information (RFI) On-Line Applicant Tracking System 10. Once the hiring official has made a determination, Human Resources generates the offer letter (or letters) in a style formatted specifically for HR and Payroll use. The offer letter is signed by the HR recruiter, the hiring official and the candidate. 11. Once the candidate signs the offer letter and returns it to Community Transit, the letter triggers entry for Payroll purposes to hire the new employee into the Human Resources employee database. 12. We maintain staffing status reports manually to fit the needs of our end users. An example of the manual report is attached to this RFI. Internal-Only Recruitment Process Our internal recruitment differs from the above process in that we normally do not currently post internal positions using our applicant tracking system, nor do we normally require a full application. Since employees cannot access the company s intranet from off-site, we have found it more convenient to handle internal postings without using the applicant tracking system. Depending on the position, we may request some of the application information (such as agreement to policy), resume, letter of interest, supplemental questions or other items that pertain to a position s entry requirements. We have attached a sample of our internal posting, which is printed as well as advertised on an internal televised communication board (using PowerPoint). We would like a system that would auto exclude those not employed for use internally or provide an option to post to Community Transit s intranet. GENERAL REQUIREMENTS AND DESIRED FEATURES USER SYSTEM REQUIRED FEATURES 1. Interface with Community Transit website a. Mimic Community Transit s website in appearance and links with a turn-around time less than 2 business days for updating and editing website information. b. Server capacity that is fast for all users with 99.99% uptime and properly optimized web graphics. 2. Interface with Community Transit s intranet. USER SYSTEM DESIRED FEATURES 1. Interface with Human Resources employee database. We currently use PeopleSoft HCM 8.x. Currently we have to hire an employee manually in PeopleSoft, using most of the same data that resides in our current application tracking system. 2. Interface with primary testing processes, Kenexa 3. Interface with e-verify 4. Interface with background check service Page 3

4 5. Interface with GovDelivery website RESPONSES Request for Information (RFI) On-Line Applicant Tracking System Responses are due by December 31, 2009 and should be mailed to Stacy Hupp at Community Transit, 7100 Hardeson Road, Everett, WA or ed in a pdf format to stacy.hupp@commtrans.org. We are interested in learning what new technology and features are available for on-line applicant tracking, to help us develop a Request for Proposal. Responses to this RFI should not exceed thirty (30) pages and include the following information: 1. Describe your On-Line Applicant Tracking System. 2. Describe how your system increases recruiting and hiring efficiency. 3. Describe what technology or features that are available that exceed our process described above. 4. Are their any product enhancements you are developing that you want to bring to our attention? 5. Provide a Demo website if available. 6. Provide samples of reports available. 7. Provide samples of postings available. 8. Price ranges, for budgetary research only, price sheets are not necessary. Community Transit may decide to contact vendors for further clarification or request an on-site demonstration. SUMMARY THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide an On-Line Applicant Tracking System. This is not a request for proposal or invitation for bids, but is to be considered as a market research tool that will assist in the development of the RFP. Participation in this effort is strictly voluntary with no cost or obligation to be incurred by Community Transit. All submissions become Community Transit s property and will not be returned. Any information that the vendor considers proprietary should be clearly marked as such. Additional information about Community Transit can be obtained from our website ATTACHMENTS 1. Sample of an external position posting 2. Sample of an internal position posting 3. Sample Applicant Report Page 4

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