Stage 4

As-is process

Responsible MTC position

To-be process- how the system will support and improve the hiring process.

Business benefits of improved process

1. Recruiter receives an application from a job hunter via postal service mail.

recruiter

The system will receive the application via online submission through the MTC employment website and store it in the application 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. Recruit screens resume to identify the top candidate by matching job requirements from the job description.

Recruiter

The system will be fed with the job requirement with the job description and automatically deciding if the recruit meets the standards in the system.

A more specific and accurate selection is done. This will yield better results as the workers will well fit for their jobs.

3. Recruiter forwards the top candidates to the administrative assistant via interoffice mail.

Recruiter

The system would have produced the candidates who fit well for the job.

The process will be more organized, and the command will be straight. This will help in protocol following which makes work efficient

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

Administrative assistant

The hiring systems helps in making sure that as the information goes from one rank to another, the same is not compromised.

the communication system in the same will improve on harmony which is an advantage to the company.

5. Hiring manager reviews those applications and selects who he/she wants to interview.

Hiring manager

The choosing process of the manager will be easier.

N/A

6. Hiring manager send email to the administrative assistant on who he/she has selected to interview and identify the members of the interview team

Hiring manager

The interviewing process will not be as complicated as it used to be.

The reduction in the number of individuals to be interviewed would mean that time would be saved which is a benefit to the whole company.

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

Administrative assistant

Scheduling is done and specific dates and time set

N/A

8. AA emails candidates to schedule interviews

Administrative assistant.

The information is passed to the few selected candidates and the interview dates set.

N/A

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

The hiring manager and interview team.

The interview is conducted with the candidate and other members of the interview team.

N/A

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

Administrative assistant

The results gotten from the interview are collected by the AA.

11. Hiring manager informs the AA of his top candidate to be hired.

Hiring manager

The final selection and identification are done

12. AA prepares an offer letter based on the information from the recruiter and puts it in the mail to the chosen candidate.

Administrative assistant

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

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

Area

Current issues

Improvements

Collaboration

The hiring manager states that recruiting is only one area that 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.

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

Communications

The administrative assistant who handles most of the communication in the company is overworked with information coming to and from different departments and individuals makes the work hard for them.

The system however comes with an interoffice email where the information and all communication are done using the software that is found there and it provides for templates and reduces the job done when drafting letters to different people and therefore making communication efficient.

Workflow

The hiring system involves a long process that is needed from the application time to the hiring of the selected candidate, manually this process would take the hiring manager a long time just to identify the suitable candidate.

The hiring system reduces the process of identification of the best candidate and simplifies the same by channeling the information from one person to another

Relationships

The different departments had no strong relationships were formed in the process due to different processes functioning individually and autonomously.

The system however brings about harmony between different departments by making sure that each department needs the other and vice versa this making the relationships stronger through constant communication.