E Recruitment Basics

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PURDUUNIVERSI'I'Y

To-Be Process Review WorkshopHuman ResourcesE-Recruitment Series

ROSS 1201:00 p.m. - 5:00 p.m.September 27, 2005


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PURDUUNIVERSI'I'Y

Welcome! Introductions of Group Name

Department


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orkshop LogisticsPURDUUNIVERSI'I'Y

Tent Cards Rest Rooms B reaks Parking Lot


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orkshop Agenda1. Discuss workshop objectives,

ru les and pri nci pies2. Discussion of Candidate Profile3. Break4. Discussion of

Requ isition/Posti ng5. Capture issues in the "parking

lot"6. Adjourn

PURDUUNIVERSI'I'Y

- - - -, One


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PURDUWhy Are We Here? UNIVERSI'I'YOur objective today is to ...

Discover SAP terminology, definitions, and capabilities Specific opportunities for business transformation Best practices in the context of the SAP implementation Documented future process and any system gaps

Validate 'To-Be" business processes Required policy changes Process acceptance by core process owners, advisory committeesand University leadership

Facilitate communication and change management for The future state of Purdue University Integrating people, processes and technology in the future.


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PURDUUNIVERSI'I'YWhat Have We Done to Prepare?

To prepare for this workshop, we have... Researched best practices

SAP software is the best practice source As in the OnePurdue Guiding Principles, SAP software WILL NOT bemodified

Developed proposed business processes The "To-Be" business processes were developed utilizing the best

practices found in the SAP software Reviewed and refined proposed processes withknowledgeable staff in key operational positions

Presented proposed processes Gathered feedback, learned of gaps and implemented changes asnecessary


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PURDUWhat is Your Role? UNIVERSI'I'YToday, we need you to ...

Review and validate the proposed process Identify gaps in the proposed process

Identify organizational challenges Help us facilitate change management


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PURDUUNIVERSI'I'YWhat will come from this Meeting?

The output from this meeting includes ... A business process review report To-Be process flowcharts Gap analysis report Functional specifications report


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PURDUnePurdue Guiding Principles

All campuses will contribute knowledgeable and empowered personnel tothe core implementation teams.The project teams and all governing bodies will resolve issues quicklyand declslvely,The ERPmanagement team will communicate, communicate and then communicate more inorder to keep the University community informed.The ERPsoftware will be tested until exhaustion to ensure operations and regulatory and legalcompliance.

12. Sufficient resources will be committed to ERPuser-training prior to implementation.13. The technical infrastructure and network will be sufficiently robust to support the ERPbefore itimplemented.

gned july 15, 2004, by Executive Vice President & Treasurer, Provost and Vice President of Information Technology and C /o . ',' =' Ii

1. U:-l"VERSI'I'YERPis an institutional-transformation project, not an information-technology"'project.Information technology merely provides the opportunity for, and enables, the businesstransformation.Create and enforce common business practices.All campuses will participate financially in the ERPimplementation.There will be a system-wide implementation of a single ERPproduct, a single operationaldatabase and a single warehouse.The ERP software and database will not be modified. This is often calleda "vanilla" implementation.Ensure a timely (and on-schedule) implementation of the ERPsystem.Any "bolt-ons" to the ERPsoftware and database will not be implemented until the budget andschedule implications are understood, agreed upon and funded by the Executive OversightCommittee.

2.3 .4.5.6.7 .

8 .

9.10.11.


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PRGuiding Principles PURDUUNIVERSI'I'Y. "OnePurdue Guiding Principles" will apply.

. Scope: Critical business processes for HR, Finance and Campus Management.

. Primary best-practice source = SAP and third-party bolt-on solutions (return-on-investment opportunity).

. Subject Matter Experts (SME)will be empowered by process owners to make keydecisions regarding processes.. Enterprise processes will adhere to software best-practices - flexibility inimplementation.. Disposition for exceptions to best practices:a. Termination of processb. Work-Around: "User Exit" wlo code modificationc. Off-the-shelf bolt-ond. Offline operation. Process owners and key stakeholders "buy-in" validation required.. All best practices (5) and exceptions (6) must be integrated into the OnePurduesystem.. Successful BPRalso requires:a. Executive commitmentb. Effective change agents to drive best practices and overcome resistancec. Appropriate organization structured. Institutional willingness to consider radical change


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Let's Get Started!Our topic today is ...

E -Recruitmen t Candidate Profile Requisition / Posting

PURDUUNIVERSI'I'Y


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PURDUhat is E-Recruitment?SAPE-Recruiting is aWeb-based personnelrecruitment solution. Itprovides a suite offunctions to help createrequisitions, post jobs,monitor step by stepselection process of thecandidates and thetimely correspondencein all areas.

UNIVERSI'I'Y


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PURDUandidate Profile UNIVERSI'I'YAll applicants will be asked to establish alogin and password unique to themselves.

Once the applicant submits their profile (andresume if desired), they will receive a pop-upmessage including confirmation of receiptand further process information. Profile includes: contact information, education,experience, desired jobs, and basic screeningquestions.


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PURDUandidate Profile UNIVERSI'I'YApplicants will be responsible forestablishing, updating, and maintaining theirprofi Ie (seIf-ve rification).


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PURDUandidate Profile UNIVERSI'I'YNo scanning system will be provided for hardcopy resumes. Provide kiosks in Human Resource areas. Provide education to applicants to completenecessary information. The area accepting the hard copy resume will beresponsible for data entry of profile information.


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PURDUnitial Candidate Screen UNIVERSI'I'YP ,e r s o n a I P , a g e sT h e se a r e y ou r p e rs cn s t p a q e s. Yo u c a n e n te r a n du ,p d a te y ou r d a ta h e re . Yo u , a r e '~ iv ,e n s up p o r t d u rin g I he jo b s e a rc h a n d c a n s a ve in te r e s tin ~ v a ca n c i e s i in y o u r f a v o r I Te s ll i s t.

[Ia n d i d a t e Prof le ;:=;= P e r s o n a l Data~ =[8]~T he c a n d id a te p w fi le c on ta in s y ou r r e s u m e a n d yourjib p re fe r e n c e s . I f y ou d o , n o t = E n te r y o ur p e rs on a l d a ta a n d y o u r c on ta c t d a ta h e re .r e le a s e t h is d a ta " o n ~ y ou h a ve a c c e ss tO II T . ~ P e r s o n a l D a t aC a n d id a te P m f il e C o m m u n ic a t io n [ la t a[ la t a O v e r vi e wP r o f il e R e l e a s eC h a n g e I nte r e s t G r o u ~D e l e t e R e q i s tr a ti o n

~P e r so n a l S e t t in g s~ = = =Y o u c a n t a i lo r y o ur p a g e s to , S U ITy o ur p e rs on a l r e q u ir e m e n ts . T h is in c lu d e s d e fin in g l

,--- y ou r p re fe r r e d d a te f o rm a t, d e cim a l d is p l a y , th e l a n gu a ge y ou p re fe r t o , w o r k in , a n d

~J o b s t h e ~ is p la y f o rm a t f o r d a ta o v e r v ie w s .~ = P e r s o n a l S , e t ti n gsT he s ys te m a s sis ts y ou in y o u r jo b s e a r c h . Y o u c a n a d d e m p lo ym e n t n pp n r t u n f e s C h a n g e U s e r N a m eth a t in te r e s t y o u t o y o ur f a , l 'o rI Te s . Y ou c a n a ls o , a p p ~ fo r jo b s d ir e c t~ o n lin e .A p p iv D i r e c t h's e a r c h f o r J ob sF a v o r ~ e sA p p l i c a t i o n s


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Candidate ProfileI s t a . r t P a g e I l l B a c k I

PURDUUNIVERSI'I'York Experience

Tne c an di d a te :p n of il e c o ntains y.o UJ resu me ,a J : l j , , .. .. .ru y .oUJ job[preferenoes. lfy.ou;d 'o 'n 'o tre' leasethisd 'a ta :on ly 'hI ' yo U I ave "coess 10'"-,':pllim Ij0lldN ' '._ 1 M D " C 1 W I I i ; " ' E ! ' J _ j 2I Educ.ti'nl~ I - Education _3 Qualifications "4 Attachments @5 -.....esired Jo t> _

1

Wh:atiis your previous work experience?'

Il [)ataIEimp loyer IXYZ lindustrles[ J I S t all worik relaticnahipa to dete jndlvdually.

INot U rider N oticeIstartnateI CountryIc[yIlno'ustry

DIG~!01 1 20 0 0 I~ II:':!_SA 3I K i n g P o r t

IEnd:D.teIRegion

I W 9 11 2! 20 G , I~I

IFunctional A r r , e a lIHierarchy LevelIJob HieID e s crlp tio n

I - = .S elec t - SI~Chnical Sts ff i~!]I~n.ger : : : J -I S y s t e m s M . n s ger

Tj_

~ _ _ _ : S ", a "v e, : : _ , I I I Canoe l


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PURDUUNIVERSI'I'Y

Candidate ProfileI s ta rt P ag ,.1 1 B ac k IT'h'e candleate pmfile contains y.our resume ..... . ., a nd l y . ou r Job [ p r . e f , e : r , e : n . o e s . . If yo u d o ' no t release this d a t a ' o n 'h . , , - II . '.,'uu naveaccess 10[.

1 Qualifications >~4 At tachments ~N 5 Desire


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Candldate ProfileStart Page-lllBack I

PURDUUNIVERSI'I'Y

1

esired JobsTne candjdate uroflle ccntejns YOUTn~su:me s' n I - - . . {j, Y ,iJ u_ r Job u re rer en ce s. I f y o u (j' , t",' no releaae this date. onjy vounaveacceee ton' iW i !I $ ,p t l ld M I t WDrk Experience ~. 2 Ed ' ' "I ~ I Attachments II Deaired Location;!. I ucat..n ~fl3 Qualifications ')ji 4 Attachments G :ilP "5 iMi l$ . iMME!. i_>W,h"t e'xpeclati'cms d ". --- - DD[EJ[E]19]oyou,h"yeofyourf~,tureic>o' .' ." qvou sh(lu~d' nnfv receive ve.cancles ~ . "preference, use CTRL todo eo You~~a: ~~:hat are relevant fur ytnn TIIJ enaure ttus happ -rve us more Information Inyour own word ens, specify your preferences and requj-eme ts hr a en ere.lt ycuwant tc teet -

" Emotovment Preferencea aeie muftpleentrtee rora

Industry ~ SelectI N : 0 h centralr~I".;; ,jIunctional Area

CJobDetarisIalary Ex:p ectaf lo na

I SelectClerical JabIMa:nager

1IOJi k Co nt ra ct T vneIOJikingJ TimeIWilling:n""" to'Travel{%)Ii ll in g:ness to qetocateIesonptlcn

I'WSIDo:lla:r 8120,000 30,0008IIFUJltime 8I-=-Select -8~

l


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PURDUrofile Release u N Iv R S I

B l G J D D [ 9 ]

Candida te P r' of il eI : s ta rt P a g ~ 1 1 B a ck lT he c a nd id a te , pT ,o , fi lec o nt a in s y OUT re s um e a n d y OUT jo b p re fe r en ce s . I f y .o u do n o t r el ea s e t h is d a ta , , on '~ y o ul lh a ve a cD e s 8 tot

[10 you,want to Itle comsid~ered:for open [obs?R~ I~ a se y n ur pr o fl le 1 0 ,e n ab le recrufers I ~ a cc es s Y OUTd a ta (see d at ep rva cv st ate me nt ]. Y o u, c an lo ck yo ur [p ro file :a ga in a t a ny t im e a nd Ih is [p re ve nts a ny on e [n om a co es sn q yo ur d ata .

IRe lease Pro : fi l eo ILa,ckHno, f i leWe e n de a vo u r to e nsu re th at th e d ata yo u su bm n to u s r em a in s e nn fld en ti al a n d i lS u s ed on ly fo r t he : PU T,P OS est at ed ~ n th e d a ta p ri v, ac y s ta te m en t. I Ple a se e o nf lr rn a ce ep ta nc e 'O ,f OU Td a ta : pr iva cys ta tement .

1 2 1 Y es, ln ave re ad th e da te :p riva cy sta te me nta nd a cce pt in


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PURDUUNIVERSI'I'Yob Search

~r,l!"JoII :Ifn! 'OjT~!iIIl"M:C_.I'ipe

~!~' f ~ " " "

, One


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PURDUandidate Status UNIVERSI'I'YAs applicants apply for positions, theirapplication status will update on theirpersonal page - no additionalcorrespondence will be generated.


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PURDUandidate Status Options UNIVERSI'I'Y Released - the candidate has submitted theirprofile for a position. This will be theirnotification that the referral was received byPurdue University Employment. Position closed - this indicates to the candidatethat the position for which they applied has beenclosed. They are no longer in consideration forthe position.


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pplication Status PURDUUNIVERSI'I'Y

"'. 11011

I G 9 ! 19 ! 20 G o I I nP re c es s

. DU,ca n cheek the st atus ano withi:lr.aw: der . .. .. te te app li ca ti ons. You can amber of Applications: 2 ppfy for wnnurawn o r ueretec app li ca ti ons aga in .

Job- Posting ::; Application Of ::; Status

ou, want to call ane . .vervi ew o f you r application's ue ar ey ou rapp li cat ion su pt iJ o' niJ . 12 0 G o IWithJjr.awnr = 0 let . ---,e/Withdraw I


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PURDUpecial status UNIVERSI'I'YSpecial audits will need to be completed tohandle the 05, 99, D P , and R I F applicanttracking. Comparison between existing special statusindividuals and newly created profiles. If duplicate is found, employment clerk will updatenewly created profile to show special status.

~


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rocess Flow PURDU


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reak Time PURDUUNIVERSI'I'Y


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PURDUequisition / Posting UNIVERSI'I'YPositions w ill b e deliv ered b y th eC lassification area to th e E mp loym ent area .

ClassificationAnalyst

EmploymentConsultant


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Two Step ProcessRequisition (Viewableonly to the Recruiter)

Job Details Salary Information Organizational Data Job and EducationalQualifications Additional Notes

PURDUUNIVERSI'I'Y

Job Posting (Viewable tothe Public) Actual wording that willappear on the PurdueEmployment Site

Education, Experience, andSkills required and desired Posting summary


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PURDUnitial Recruiter Page UNIVERSI'I'Y

r ~ 3 j


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PURDUequisition Maintenance UNIVERSI'I'Y

El

~equisitiorn Maiintel1larnoeI S ta rt IPa g,e IllBa ck I

IRoleISta tusIS ta rt I Oa ie I~r .af t E II IM IM to : ct fY ' "Y ' tY 1 !f B1 IIEndl Date 1 II ,uMOO :! 'Y ' {Y ' ( 1 !f B1

I I II isp l a y 5 el ec ii o n, I IRese t

RequisitionsAlias Req ,u is~ iDn Hie created On, Sta tus

D Req uested Status

Requi,i ti ,, ,, t {H5DDOD282 IDra , f tIDra , f t

D Requisiti,>rJj NB50DDD25El IDra f t

C re a te I Re q, u is ~i o n I I IEid~ II


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PURDUeneral Job Information u N Iv R S IRequisition

IRequisi tion Recuisft inn NB50001)2B2 I Sta tus DrattA requtsftlo n ae f a r m a ! requ est to fill :0 n e 10 r ' rn a r e :p o s ft lo n e . St n r e t h e re le va nt da ta and : re le as e t h e r equ ts ft lo n.

5 Ed u ca t i o n Req u i r emen t seq El S It I on. aen era! J G Information 0I 2 Organizational Data 4 Job RequirementsI 0 r g: a n iz a ti o n a I D a ta ~ IGeneral Job Informati onAdmlnet ra tf ve data :0 n t h e re qu ts ft !o n an d :0 n t h e [o'b det ail s ot t h e v a c an c y( ie s)

Basic Data IH oe qu a ft in n N B 5 0 0 0 G 2 82Requ j s n c n TITleIAlias[jnterest GroupIA n P lic a ti o n C lo s eIp ro cess ' re rnp l ate

t=select- : : : o J1 M I . II D D IYYYY I I l ' i I I

Job DetailaIJobTITleIinoustryIH le ra rchy LevelIFun c tl o na lA reaIWo p k C o n t ra c t TY lpeIWo rkin Q I TimeIStart DateIEno'DateIBranch

I~est Lafayette E lI-=-select - ' : : : JL~.~manReso urces : : : : JI~Jltime ' : : : JI-=-select - ' : : : J1 M 1.110DIYY YY I I l ' i I I1 M 1.110DIYY YY I I l ' i I I


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PURDUrganization Data UNIVERSI'I'Y

I ~~~~~l~~! g;~~.Hor.oYOO~'''''"1!!f'opooer!i':;~Iz!n;g .... ~lrit''~I!oi)\."",.~.@!~hR8~8llis'~''''''''o;>!IfI'''~~~j''''',~~~~~o.l>oj~,

1:~~~'s


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PURDUUNIVERSI'I'Y

I'rurni11~"~MOf! RtlMooil~.

loee~d~thI


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ob Postingescription, Requirement, etc'S ta rt P ag e Bac kJob Posting

J ( I t J o pcstinos invite potential cencuetee to ' " E l 1 J ' j : t 1 y . y 'D 'Ucan publish the posting, in, 1:1 number of different oostno'ctiennets.

15tatuS:;Orll~

1.Basic Data ~ InescrtpttoneCreate sho rt descr jp ti una for each, top ic here. These e re l l' ub li 5h -ed' w ith the bas ic data i n the j ob pos ti nq . Candi da te s uae these descr ip ti cn s to f in d out about you r vacancy . C reate the descr ip ti on sinthe lang-llsg:e.Sj'nwhich you woujr lik: to pub.li~'11he job ,p.o.s.1ing:. .. ...-

I Po : s ti n g l N CSG0 00 3 0 4Job Pnsting;TitleICompany I Purdue un"'er


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PURDUUNIVERSI'I'Yasic Data

Job PostingI S ta rt P ag ee ll B a. ck II o b P os tin gl P os tin n N C5 00 0~ 30 4

J ob p os tin ,g s in v~ rt e potential canrndates 10 ' apph' y'y. oucannutnsn thepost: .,_ I .. n . Q l I n I : : 3 . [number : [ I , f dltferent posting! channels

IE'n!er tnebaslc data fOT Ihis jo b : po st in gh er ,e , T hi s d at a is : pu bli sh ,e d: in t he jo b : po st in g,

Indust ryIFu n etlo mi l Ar,ealIWork ContractTytreIWOT,k ing 'T ime

I _ t : l _ o r t h Cent ra : ; BI _ ! e d h n i ca : ; S t a, II E J '1 F u JI l im e 31_3

IS ta tu s [Ira fI


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ob Posting Status PURDUUNIVERSI'I'Y


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PURDUUNIVERSI'I'Y

Job Posting

[ I Job Posting Po"ting NC50000l04 I5tatuiS 0 ra It

1

IStar tlPage l1 Back 1

Descrlptons ~) 2 Basic Data .......1

" , . . l Status 4 D t!LOato Overview 1 a a Overview . 5PW.blicatl on',

[ D a t aIRlefe:r,enoe uode 150000125)Igosting ChannelllianguageISlartDaleIStatus

I.!. .xt,ernal p.asting3l~ng'I"'h8

liE n"IIOale IIl'ilI

LOra l t lS a J ' J e I L,-[';;~,---1Ii1!!lm_-=-=- _ _j Cancel WIThdraw'n l

1

f!!!!a. ~ .. ;. :::; .. " .-, .."." .. _ " " '; 1

.,.1 '.. ~ ,.

.


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PURDUequisition / Posting UNIVERSI'I'Y Any external advertising would be completedoutside of the system by the recruiter andhiring supervisor/business office.

Higher Ed Jobs.Com


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PURDUUNIVERSI'I'Y

., One


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PURDUey Performance Indicators UNIVERSI'I'Y

90 % App lic an t ma te ria l s ubm itte d e le ctro nic allyRedu ce lapse tim e b etween request to post and ac tu al posting - Go

24 hou rs800/0 Retu rn P IF-S IF (Facu lty E E O info too)A p p lic ant m anages th eir own job self-serv ic e = realloca te rec ru ite rtim e inv olv ed in c ustom er serv ic eE E O data 1 -2 days instead of weeks to audit for workfo rce snapshot

KPls described here are indicative of general objectives. During the Blueprint process, we willconsider end-to-end processes in developing specific metrics associated with these metrics.


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uestions? ? PURDUUNIVERSI'I'YThank you for participating ~

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