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CASE STUDY 1

CASE STUDY

Stage 3 Assignment

Tahira Longus

February 23, 2021

Section One

Question 1

I am afraid that I do not agree with the management strategies employed by Cavanaugh, the recruiting manager. Since Cavanaugh "believed" they did not have the capabilities of the job, the recruiting manager did not accept the internal personnel for the position. This was just her viewpoint and, in my mind, not a rational one. Recruitment entails three major phases, including preparation, recruitment, and hiring of staff:

Online Recruitment – It can help to attract a wider variety of candidates by leveraging online tools. The value of using an online website to recruit would be that you would get more prospects with just what the work asks for. The downside of using online recruiting is the number of candidates, but they do not usually have strong credentials. Individuals also apply to jobs when the ex is missing.

Job Fairs – Attending job fairs would have presented prospective applicants for Cavanaugh and would have required her to have a first-person interview. Employment fairs encourage employers without necessarily making commitments to have a face-to-face. A downside, though, is that job fairs can take months to not send you any applications at all because of the top technical role that was available.

Agency Help – Having an entity to assist in recruiting will save Cavanaugh a lot of time and supply her with potential applicants. Nevertheless, the downside is the amount of money agencies demand for their services. Often, the organization does not have the expertise of the job to obtain suitable applicants because this position was very selective.

Question 2

When a resume was scanned by the HR department, the form Cavanaugh used for recruitment was then forwarded to her. The resume was then reviewed by Cavanaugh, and her selection was carried out. Cavanaugh then set up a team to help administer the interview and made her decision. She nevertheless recruited him, even though the entire panel did not want to recruit Hobbs. I totally comply with this strategy because there was a 3-1 ratio. Other selection methods that could have been used are:

Preliminary Screening Process - A pre-screening scans applications so you can get the most eligible individuals. A significant part of running an organization is recruiting the best employees, and that will go a long way to achieve potential results. The selection process will help lead to a procurement process that lets companies identify a viable and sustainable workforce." (Author, 2017).

Structured Interviews – If you have several applicants for a job, you can use a ranking to help narrow down the best potential nominee. This approach will take time, but the pool of applicants from the preliminary screenings can be narrowed down (Mayhew, n.d.). The jury may have helped to see if Hobbs is actually the right choice for this new job.

Vetting Candidates – A vital aspect of new jobs is vetting applicants. This is where background checks and substance testing are performed for recruiting managers. For both organizations, this is really important. Before giving them jobs, winning an award, or doing fact-checking before making any decision, vetting is the method of doing a background check on someone. In addition, properties are vetted to assess their utility in intelligence processing. If you recruit someone who is not the best person for the job, it will lead to a lack of productivity, poor morale for staff, and high costs of training. Not to mention that when the nominee eventually exits earlier than you thought, you will be back at square one.

Question 3: Decision of the Hiring Manager

Although the job candidate met all the required job-related skills, such as the technical skills needed to complete his job, he lacked social skills. Therefore, he failed top wholly meet all the required qualifications for the role. Indeed, social skills is increasingly becoming one of the most 8important indicators of employee performance, productivity, and success at work. While the concept is not a new one, organizational scholars continue to acknowledge it as an important ingredient in enabling employees to interact with each other with predictability, so that they can more readily understand each other and be understood. Strong social skills can go a long way in facilitating interpersonal interactions, which in turn result in effective job outcomes. Moreover, social skills are also critical in allowing an individual the opportunity to express both positive and negative feelings in interpersonal situation without losing reinforcement.

One of the most significant goals of an organization is to promote efficiency and effectiveness that can result in corporate success. Candidates who score high on technical competencies but lack social skills may not easily execute their leadership and conflict resolution skills because they lack the competence to do so. Indeed, organizational success is often founded on individual communications and their emphasis towards attaining the required social skills. Although the candidate does not meet such standards and expectations, he should be given an opportunity to perform his assigned functions. However, the HR team also plays an integral role in leading and implementing employee empowerment programs. Although the candidate may not be qualified to perform all the required duties and responsibilities. The organization, too can train him by launching learning and development, or mentorship programs to impart lacking skills, such as emotional intelligence, leadership competency, communication proficiency, as well as social skills. These efforts can go a long way in perfecting the employee’s performance and productivity.

Question 4: Prepared to Make Hiring Decisions

I believe that the hiring manager was prepared to make the hiring decision. The position was not only vacant but it was also requiring high levels of qualifications. Moreover, he believed that internal employees would not sufficiently meet the newly announced vacant job as they needed a new blood to generate new ideas and perspectives into the tasks (Kosheleva & Bordunos, 2018). As soon as the most suitable person was found, he was fully convinced that the company had identified the most suitable candidate for the opposition. When the HR planning process indicates the need for additional work, the organization has a number of choices to make. This may be one of the first steps towards attaining a full-scale recruitment and selection process. However, it sometimes requires hiring additional employees. It may, for instance, be appropriate for the organization to take into consideration alternatives to recruiting, such as outsourcing or contingent labor as opposed to hiring new and regular employee.

In the event that the latter is the case, the company may adequately address the temporary fluctuations in work volume. Thus, the simplest solution may be providing a part-time labor or overtime work for existing employees. Nonetheless, the costs of recruiting and selecting new workers can be staggering in the sense that hiring new employees should take place only after careful consideration and only when the organization anticipates a long-term surge in work volume and need for additional labor (Kosheleva & Bordunos, 2018). In this case, the company had already assessed the job gaps and anticipated a long-term increase on workload. As a result, it decided to declare a new vacant position to meet the existing labor gaps. Therefore, the careful HR planning must also consider the potential training costs that will be needed to fill the skills gaps identified by the newly recruited employee.

Section Two

Process Analysis: Hiring Process

This section provides the Business Analysis and System Recommendation (BA&SR) Report at MTC and highlights what can be improved and the benefits. There is a lot of paperwork that goes in the hiring process at MTC and this can be minimized. It is the processes within the organization that determine how effective the organization will be (Farell, 2019)

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.)
Recruiter receives application from job hunter via Postal Service Mail.	Recruiter	System will receive application via on-line submission through MTC Employment Website and store in the applicant database within the hiring system.	A more efficient submission process decreases 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.
Recruiter screens resumes to identify top candidates by matching with job requirements from job description.	Recruiter	System will automatically identify which candidates match the job requirements and filter out those that did not match up to the position’s level.	This will give MTC enough time to make proper decisions on what candidates have potential.
Recruiter forwards top candidates to Administrative Assistant via interoffice mail	Recruiter	MTC will have an internal online database where top candidates’ names will be displayed and everyone can view without having to undergo a process.	Being an IT company, this will present a good image to candidates.
Administrative Assistant forwards candidates’ resumes and applications to hiring manager for the position via interoffice mail.	Administrative Assistant	The administrative assistant will alert the recruiter that the names are in the MTC’s recruitment database that can be accessed online.	This is an effective method that will hasten the recruitment process and avoid involving people who should not be in a selection process by using interoffice mail.
Hiring Manager reviews applications and selects who he/she wants to interview.	Hiring Manager	The hiring manager will have a team to help him select candidates because doing it alone might be tedious.	Gives the team an opportunity to compare candidates. Also, some of the team members might have their reservations on certain candidates so the team will agree and come up with better decisions.
Hiring Manager sends email to Administrative Assistant on who he/she has selected to interview and identifies members of the interview team.	Hiring Manager	After deciding with a team on what candidates to interview, he will put it in the company’s database and ask his administrative assistant to add the names of the team that helped with candidate selection so that they prepare to conduct interviews	It will give MTC an opportunity to conduct a more technical interview and not just a general process. Some processes assume standardization of employee talent (Hamilton & Davison, 2018). This should not be the case.
AA schedules interviews by contacting interview team members and hiring manager to identify possible time slots	Administrative Assistant	The administrative assistant will not have to do this because everything will be available online in the company’s website database.	This will save MTC time.
AA emails candidates to schedule interviews.	Administrative Assistant	Apart from emailing the AA will also send candidates text messages that will require them to confirm their availability.	Will make sure the MTC has all information it needs on candidates and their availability.
Interview is conducted with candidate, hiring manager and other members of the interview team.	Hiring Manager and Interview Team	Interview is conducted with candidate, hiring manager and other members of the interview team. (Hiring System is not used for this step.)	n/a
AA collects feedback from interviews and status of candidates	Administrative Assistant	The AA can collect feedback using a survey sent via email.	Will make MTC know what needs to be improved in its recruitment process.
Hiring manager informs the AA on his top candidate for hiring	Hiring Manager	After informing his AA, the AA will call the candidate to let him know he has been selected, then put it in the system which will automatically let other candidates know about their selection status.	This is efficient in the sense that candidates that it reduces the amount of time that will be spent replying back to candidates who were not selected.
Administrative Assistant prepares offer letter based on information from recruiter and puts in the mail to the chosen candidate.	Administrative Assistant	System enables AA to prepare job offer letter by storing the offer letter template and information on each candidate; allows AA to select information to go into letter and put it into the template, which can then be reviewed and emailed to the candidate.	More efficient offer process presents positive image to applicants and decreases time needed to prepare offer letter, and enables MTC to hire in advance of the competition.

Expected Improvements

It is difficult to find a suitable talented personal to fit the job needed, normal hiring process is time-consuming and bad hiring can cause a financial loss (Mahmoud et. al., 2019). However, when technology is incorporated these can be minimized and also the amount of work put during the entire process can be reduced.

Area	Current Issues (From 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 isn’t as responsive to HR as he could be. Therefore, he counts on the Recruiters to help manage the process and keep him informed. 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 easier; and he could devote time to effectively working collaboratively and proactively with HR on his staffing needs.
Communications	At MTC, there is a lot of paper work that goes around in the hiring process through the interoffice mail. Besides, resumes from candidates also add up to the paperwork.	Adopting a hiring system that involves less paperwork will not only help MTC reduce the amount of work that goes into hiring but also help avoid issues like miscommunication as a result of missing papers.
Workflow	Hiring in itself is usually time consuming and this can interfere with workflow. The hiring process is comprehensive, consists of many steps and involves many responsibilities (Goday-Verdaguer, et. al., 2020).	Using technology in hiring reduces the amount of time that goes into manual hiring. This can be achieved by automating the hiring process and coming up with online databases to store data
Relationships	Recruiters who do not give chances to other candidates because they have identified one that seems to have potential deprives the organization the chance to have better talent, like in Cavanaugh’s case.	Advertising for the job via the company’s website and other outlets gives opportunity to hire the best talent. In addition to that, sending emails to candidates to inform the on the status of their selection process will give MTC a good image and earn it respect.

Section Three

The following table shows stakeholder interests, some of the challenges faced during hiring and how the use of technology will help mitigate the challenges. Technology is a very important part in any company and can help overcome the issues faced by recruiters during the hiring process. Besides, it ensures efficiency and effectiveness of the hiring process.

Role	Specific problem related to the current hiring process	How a technology solution to support the hiring process could address the problem
1. 1.CEO	The main challenge is having the right people and contracts that are at per with each other because clients will demand to have what they are paying for.	By using technology, it will come up with a system that automatically selects the right people that match the contracts and this will ensure efficiency and effectiveness when hiring for specific jobs. Besides, the hiring process will move faster.
2. CFO	The current technology is unsustainable. Book keeping and payroll of the company is not integrated and this is important when hiring new staff.	Technology will ensure cost effectiveness in book keeping and payrolls by storing data in computers which requires less work.
3. CIO	The current method of data storage and information exchange is mainly through mobile computing. A method that does not guarantee employee data privacy. This puts new hires at risk because their information can be easily breached due to issues of compatibility, maintenance and no working solutions in mobile devices usage.	Technology will address this problem by removing the challenges with maintenance and compatibility. Therefore, clients and new employee data will be safe and will be easily available when needed. All CIOs should consider this Improving digital reach will be a significant indicator for their companies (Whitler et. al., 2017).
4. Director of Human Resources	The human resource department is supposed to ensure efficiency in staffing but there is a problem because it cannot meet the staffing standards as a result of using manual processes.	The new system will have an automated process that will select new employees based on merit and their information will be stored in the system. This will ensure a quality human resource department who will have professional abilities, discipline and high moral integrity (Mashudi et. al., 2019).
5. Manager of Recruiting	A manual process makes hiring very exhausting and this can end up affecting the company by not getting the best talent. It makes recruiters settle on applicants that are less qualified.	The new technology will be able to automatically select the best candidates through an automated process and this will reduce the manager’s work because he will only have to do the vetting.
6. Recruiters	There is a challenge with delayed feedback, untimely communication and slow screening.	A new system will mitigate these problems by sending automated emails to applicants which will allow the company ample time to schedule for interviews hence making the hiring process easy and efficient.
7. Administrative Assistant	There is a lot of paperwork which interferes with a timely feedback to applicants.	Technology will ensure less paperwork and automated feedback to applicants and this will be more convenient to both the company and candidates.
8. Hiring Manager (Functional supervisor the new employee would be working for.)	The challenge comes with identifying the best talents, screening candidates and scheduling interviews because the current system does not show status of hiring process.	Better technology will ensure proper information flow which can be done via the company’s website where everyone can see the status of the hiring process.

Part B

This section shows the user and performance requirements as well as the stakeholder names responsible for the execution of the specific requirements.

Requirement ID# only	Requirement Statement	Stakeholder
EXAMPLE	The system must store all information from the candidate’s application/resume in a central applicant database.	Recruiter – Peter O’Neil
1. Usability	The system should be able to screen candidates. Identify the best talent.	Recruiter- Peter O’Neil
2.Scalability	There should be timely feedback that should be readily accessible by everyone. Should speed-up the hiring process and proper communication.	Recruiting manager- Peter Schwartz
3.Maintainability	Less challenges during the hiring process. Systems should be compatible.	CIO – Raj Patel
4.Usability	Less confusion in matching of applicants resumes.	Administrative Assistant- Martha Joan
5. Reporting	Less time should be taken when recruiting applicants. Prompt feedback to applicants.	Recruiting Manager- Peter Schwartz
	System Performance Requirements
EXAMPLE	The system must be implemented as a Software as a Service solution.	CIO – Raj Patel
6.Processing	System shall select the best talent according to the job offer. Automated emails shall be sent to applicants on their hiring status. This can be done by artificial intelligence. Nowadays, artificial intelligence has infiltrated in the recruitment market, and many services are offering by own-made artificial intelligence applications to help in job searching and other recruitment-related works (Nawaz, 2019).	Administrative Assistant
7.Reliability	System reliability optimization is a living problem (Coit & Zio, 2019). Therefore, the system should ensure a prompt hiring process and perfect information flow among the people involved in the hiring process.	CFO- Abdul Aziz
8.Storage	The system will ensure proper data storage and ensure easy retrieval. Updating data of candidates.	Director of Human Resources
9. Security	Applicants data should be safe from being breached. A good back-up system should be put in place.	CFO- Abdul Aziz
10. Security	The system will be kept safe from malware and ensure good cyber security	CIO- Raj Patel

Reference list not APA format. Generally, APA format for reference lists is: Author’s last name, First initial, Year of publication, title of publication, publisher, city and state of publisher, if an electronic reference is used, then URL and date retrieved are needed.

References

Undercover Recruiter, Author, G. (2017, January 29). 10 Reasons to Screen Applicants When You're Recruiting. Retrieved from https://theundercoverrecruiter.com/screen-applicants-recruiting/

Coit, D. W., & Zio, E. (2019). The evolution of system reliability optimization. Reliability Engineering & System Safety, 192, 106259.

Farrell, N. P. (2019). Systems Analysis of Faculty Hiring Process within Academia.

Goday-Verdaguer, A., Mannhardt, F., & Torvatn, H. Y. (2020, December). Mining E-Mail Conversations to Enrich Event Logs: An Exploratory Case Study Of A Hiring Process In A Norwegian Municipality. In Norsk konferanse for organisasjoners bruk at IT (Vol. 28, No. 1).

Hamilton, R. H., & Davison, H. K. (2018). The search for skills: Knowledge stars and innovation in the hiring process. Business Horizons, 61(3), 409-419.

Kosheleva, S., & Bordunos, A. (2018). HRM systems effects as a basis for strategic HR

Mayhew, R. (n.d.). Methods of HR Selection Techniques | Chron.com. Retrieved from http://smallbusiness.chron.com/methods-hr-selection-techniques-57856.html

planning. Human Resource Planning for the 21st Century, 83-102.

Mahmoud, A. A., Shawabkeh, T. A., Salameh, W. A., & Al Amro, I. (2019, June). Performance predicting in hiring process and performance appraisals using machine learning. In 2019 10th International Conference on Information and Communication Systems (ICICS) (pp. 110-115). IEEE.

Mashudi, A., Rahman, A., Bandono, A., & Hasan, S. (2019). STTAL Development Strategy to Produce Human Resources That Acknowledge Technology Facing the Industrial Revolution Era 4.0. JOURNAL ASRO-STTAL-INTERNATIONAL JOURNAL, 10(1), 27-33.

Nawaz, N. (2019). Artificial Intelligence Face Recognition for applicant tracking system. International Journal of Emerging Trends in Engineering Research, 7, 12.

Whitler, K. A., Boyd, D. E., & Morgan, N. A. (2017). The criticality of CMO-CIO alignment. Business Horizons, 60(3), 313-324.

Criteria	Possible Points	Points Assigned
Stakeholder Interests Identification of specific stakeholder problems (interests and objectives for improving the hiring process) and how a technology system could address.	24	24
User Requirements 5 user requirements (1 addresses reporting)	25	25
Performance Requirements 3 performance requirements and 2 system security requirements	25	25
Research Two or more sources--one source from within the IFSM 300 course content and one external (other than the course materials)	10	5; reference list not APA formatted.
Format Uses outline format provided; includes Title Page and Reference Page APA Format, sentence structure, grammar, and spelling	16	0; mechanical issues, spelling, grammar, typos, four pages of text that had no relationship to assignment presented, Stage 1 not present, corrections to Stage 2 not made,
	100	79