Assignment

MTC Hiring Process

As-Is Process

Responsible MTC Position

To-Be Process – How the system Will Support and Improve the hiring process

Business Benefits of Improved Process (Align with MTC’s overall business strategy and needs.)

1. A recruiter receives an application from job hunters via Postal Service Mail.

Recruiter

The system will receive an application via online submission through MTC Employment Website and store it in the applicant database within the hiring system.

A more efficient submission process decreases the time needed to receive and begin processing applications. This will present a positive image to potential employees and help MTC compete for top IT talent.

2. Recruiter screens resumes identifying top candidates by matching with job requirements from the job description.

Recruiter

The system will screen the applicant resumes using the Applicants Tracking System to identify the top candidates with matching skills for the job via the MTC employment website.

ATS is cost-effective since it minimizes the cost accrued in going through the applicants' resumes and saves time. Significantly, ATS is faster and saves time. (Holm, 2020). Additionally, it helps identify the ideal candidates who are a good fit for the positions.

3. Recruiter forwards top candidates to Administrative Assistant via interoffice mail.

Recruiter

The system will send the names of the candidates whose resumes have skills that highly match with the ones highlighted in the job advert.

The process is efficient and saves on the time that could have been spent sending the names literally to the Admin Assistant.

4. Administrative Assistant forwards candidates' resumes and applications to the hiring manager for the position via interoffice mail.

Administrative Assistant

The system will enable faster transfer of candidate information to the hiring manager.

The process helps in ascertaining whether the ATS scrutiny is compliant with the job requirements, thus ensuring the effectiveness of the hiring process.

5. The hiring Manager reviews applications and selects who he/she wants to interview.

Hiring Manager

The system, under the command of the hiring manager thoroughly scrutinizes the applicants' resumes to check the candidates who highly qualify for the position.

The scrutiny enables MTC to identify the candidates who are more competitive and ideal without going the manual way (Li et al., 2018). It therefore saves time.

6. Hiring Manager sends email to Administrative Assistant on who he/she has selected to interview and identifies members of the interview team.

Hiring Manager

The system sends emails of the names of the identified interviewees and the interview panel to the Administrative Assistant through the Hiring manager.

The process is efficient to the MTC team and saves on time, and the cost incurred in sending the applicants' interview appointment letters. It also helps notify panelists on time.

7. AA schedules interviews by contacting interview team members and hiring manager to identify possible time slots

Administrative Assistant

The interview possible time slots are decided on by the panelists (The hiring system is not used for this step)

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8. AA emails candidates to schedule interviews.

Administrative Assistant

The hiring system sends emails to the candidates for candidates to schedule for the interview.

The process is cost-effective and is efficient as candidates are informed on time.

9. The interview is conducted with the candidate, the hiring manager, and other members of the interview team.

Hiring Manager and Interview Team

The interview is conducted with the candidate, the hiring manager, and other members of the interview team. (Hiring System is not used for this step.)

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10. AA collects feedback from interviews and the status of candidates

Administrative Assistant

The system allows the Administrative Assistant to access the interview feedbacks and related candidate status.

A more reliable and efficient process ensures transparency in the entire hiring process (Vom et al., 2018).

11. The hiring manager informs the AA of his top candidate on hiring

Hiring Manager

Information from the Hiring Manager is passed through the system to the Admin assistant concerning the preferred candidate for the position. The system, therefore, allows the hiring manager to cautiously select information relating to the best candidate.

More efficient and effective as it enhances proper communication between the Hiring Manager and the Administrative Assistant.

12. Administrative Assistant prepares offer letter based on information from the recruiter and puts in the mail to the chosen candidate.

Administrative Assistant

The system enables AA to prepare a job offer letter by storing the offer letter template and information on each candidate; it allows AA to select information to go into the letter and put it into the template, which can then be reviewed and emailed to the candidate.

A more efficient offer process presents a positive image to applicants and decreases the time needed to prepare an offer letter, and enables MTC to hire in advance of the competition.

Area

Current Issues

(from the Case Study)

Improvements

(due to use of technology)

Collaboration:

The Hiring Manager states that recruiting is only one area he is responsible for, and he is not as responsive to HR as he could be. Therefore, he counts on the Recruiters to help manage the process and keep him informed.

The current manual system causes considerable communication breakdowns and takes additional effort and time to stay on top of the hiring process.

An efficient system with all information in one place, easily accessible via a dashboard, and updated in real-time could make his recruiting job more manageable, and he could devote time to effectively working collaboratively and proactively with HR on his staffing needs.

Communications: Explain how a hiring system could improve internal and external communications

The recruiting manager mentions that she has been waiting for so long to find a technology solution. Generally, this implies communication breakdown.

With technology, MTC will be able to communicate effectively across all ranks in the organization and equally to the applicants.

Workflow: Explain how a hiring system could improve the MTC hiring process by providing a consistent structure for each participant to perform his/her part in the hiring process.

The workflow condition at MTC is inefficient as processes are done manually. The recruiter says that they are in a hurry to identify top candidates and schedule interviews with the Administrative Assistant, and offer acceptance letters. This process becomes tedious when done manually.

Embracing the use of technology will hasten workflow with less effort and much time saved (Holm, 2020).

Relationships: Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees.

The CIO stresses the need for a good relationship with both the applicants and the employees. The CIO says that MTC is highly dependent on the ability to meet the requirements of clients and maintain a good reputation.

Satisfying clients for the success of MTC can only be achieved through a reliable technological system with high credibility, guarantying no security breach.