APPLITRACK RECRUITING IMPLEMENTATION PLAN DETAILS FOR A SUCCESSFUL IMPLEMENTATION OF THE APPLITRACK RECRUITING SYSTEM

APPLITRACK RECRUITING IMPLEMENTATION PLAN DETAILS FOR A SUCCESSFUL IMPLEMENTATION OF THE APPLITRACK RECRUITING SYSTEM

Phase I Fit Gap Analysis Description: The Fit Gap Analysis will identify which parts of AppliTrack must be modified to support the Client s processes and procedures. We anticipate this to be a back-and-forth dialog where the client identifies a specific requirement and Aspex Solutions responds with possible solutions. Timeline: The timeline for this phase is highly variable. Aspex Solutions will present its standard solution to the Client and the client will then identify questions. Aspex Solutions will respond to all inquiries from the client on a timely basis, acknowledging or responding to all inquiries within one business day and responding to all inquiries in no more than three business days. Phase II Prepare for recruitment, application and hiring processes 1) Obtain Core Objectives Description: Aspex Solutions will send the Client links to its out-of-the-box installation, a master User ID and Password and the Installation To-Do List. Timeline: Aspex Solutions will deliver its standard system within one business day of receiving our standard contract for services from the Client. 2) Develop Bargaining Units internal and external application forms Description: The Client will work through our Manage Application Pages to determine which content needs to be modified. If content needs to be modified by Aspex Solutions, the Client will submit a Change Request via Fax or email. Timeline: As change requests are received from the Client, Aspex Solutions will implement the changes within two to seven business days. 3) Develop electronic forms (position requisition, positing posting, submit to hire, and personnel action) Description: The Client will submit form mock-ups to Aspex Solutions for integration into AppliTrack. Timeline: As change requests are received from the Client, Aspex Solutions will implement the changes within seven days for existing form types and within two weeks for new form types.

4) Develop workflows, approvals, and processes for electronic forms. Description: Aspex Solutions will work with the Client to discover the workflows, approvals and processes used. Timeline: Aspex Solutions will analyze the workflows and integrate them within two business weeks. This can be developed at the same time as item 3 Develop electronic forms. 5) Identify and develop reports (position dispositions, EEO applicant diversity) Description: The Client will submit report mock-ups to Aspex Solutions for analysis. New reports will be created and existing reports modified as appropriate. Timeline: Aspex Solutions will analyze the reports and integrate them within two business weeks. 6) Customize & Test AppliTrack Description: AppliTrack should be customized at this point by responding to requests submitted from the previous items. The Testing of AppliTrack should also have already occurred at the functional level. System-wide user tests may be developed at the client s discretion. Timeline: Aspex Solutions will work with Client staff to test the system as needed. 7) Prepare training, documentation, and change management process plan Description: Aspex Solutions offers several training curriculums. In addition, we offer (nonclient specific) training webinars each month. Documentation for Client specific functions and workflow will be created as needed. System documentation exists within our online help system. Timeline: The Client should determine who and when their staff will be trained. We encourage the Client to hold administrator/hiring manager training AFTER going live so there are real applications to work with. 8) Implement training In addition to custom training programs, we offer the following sessions: Basic functions of AppliTrack: How to view a list of candidates, review a candidate s file, and the functions one can perform relating to a candidate. 1 hour, appropriate for site hiring managers and above. Advanced functions of AppliTrack: How to filter a list of candidates, run searches, establish routings, and perform actions to batches of candidates. 1 hour, appropriate for

site hiring manages and above. AppliTrack for RoutingsOnly users: How to view and filter a list of candidates, create folders and review applications. 2 hours, appropriate for restricted user accounts. Executive overview of AppliTrack: A quick tour of how candidates apply and administrators review applications within AppliTrack. 1 hour, appropriate for site hiring manages and above. Requisitions within AppliTrack: How to submit and manage requisition forms. 1 hour, appropriate for anyone who will submit a requisition. HR SuperUser training: How to use all the functions within the Tools and Setup tab. 2-4 hours, possibly broken up by function appropriate for your users. Phase III Interface with Data Systems Description: AppliTrack exposes data via standard and custom web services. Also, ODBC access and custom text-extracts are available. Finally, any list of applicants may be downloaded to MS Excel. Web services exist to allow external systems to: Download applicant data. Upload/modify applicant status data. Authenticate hiring managers via Active Directory. Aspex Solutions will work with the Client to determine how much integration will be present and the best solution for integration. Timeline: The timeline for this phase is highly variable depending on the scope of the integration. Simple data extracts and Active Directory authentication can be customized or developed within a week. Phase IV Go Live Description: The Client will start accepting applications and users will start using requisitions and other electronic forms. Timeline: This is a milestone and does not take time. However, we recommend no new development for two weeks in case there are issues which need to be handled.

Phase V Prepare for additional online application types 1) Develop additional internal and external application types per Bargaining Unit. Description: The Client will work through our Manage Application Pages to determine which content needs to be modified. If content needs to be modified by Aspex Solutions, the Client will submit a Change Request via Fax or email. Timeline: As change requests are received from the Client, Aspex Solutions will implement the changes within two to seven business days. 2) Prepare training and documentation for new online applications and processes. Description: Aspex Solutions offers several training curriculums. In addition, we offer (nonclient specific) training webinars each month. Documentation for Client specific functions and workflow will be created as needed. System documentation exists within our online help system. Timeline: The Client should determine who and when their staff will be trained. We encourage the Client to hold administrator/hiring manager training AFTER going live so there are real applications to work with. 3) Develop workflows, approvals, and processes for electronic forms. Description: Aspex Solutions will work with the Client to discover the workflows, approvals and processes used. Timeline: Aspex Solutions will analyze the workflows and integrate them within two business weeks. This can be developed at the same time as item 3 Develop electronic forms. 4) Identify and develop reports (position dispositions, EEO applicant diversity) Description: The Client will submit report mock-ups to Aspex Solutions for analysis. New reports will be created and existing reports modified as appropriate. Timeline: Aspex Solutions will analyze the reports and integrate them within two business weeks. 5) Implement training Aspex Solutions may be contracted to provide additional training to Client staff or the Client may determine their internal trainers are sufficient.

Phase VI Go Live with additional application types Description: The Client will start accepting additional application types and users from additional bargaining units will start using requisitions and other electronic forms. Timeline: This is a milestone and does not take time. However, we recommend no new development for two weeks in case there are issues which need to be handled. Phase VII Evaluation Description: It is important for the client to give constant feedback to Aspex Solutions throughout the process. User surveys may be developed by the Client to collect user satisfaction. Timeline: Aspex Solutions will provide any assistance necessary during this phase.

8001 Lincoln Ave., Suite #202, Skokie, IL 60077 866.667.1277 info@aspexsolutions.com www.aspexsolutions.com