Stage 4

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. 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.

2. Recruiter screens resumes to identify top candidates by matching with job requirements from job description.

Recruiter

The recruiter screens the applications using a software. The software contains the criteria needed to identify qualified applicants.

Enhancing the efficiency of the screening procedure will allow MTC to hire more competent IT professionals, providing it a market advantage.

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

Recruiter

Those who pass the initial screening are sent to a database reserved for more highly qualified applicants.

Maintaining applicant details within the database facilitates efficient access to relevant data and mitigates the potential loss of information.

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

Administrative Assistant

The database containing the profiles of qualified applicants will be accessed by the Hiring Manager.

Allowing access to the Hiring Manager reduces the likelihood of losing applicant data and the time required to redirect applications to the Hiring Manager.

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

Hiring Manager

The top applicants for the post are located in the database by the hiring manager.

The Hiring Manager can quickly evaluate and score applicants, allowing for a more efficient hiring procedure.

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 program allows Ted to access the selected applicant when the Hiring Manager chooses the suitable candidate.

Facilitating the hiring team's accessibility to the necessary information is of utmost importance in order to expedite the commencement of the interview procedure.

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

Administrative Assistant

The corporation utilizes an automated interviewing timetable that efficiently manages and schedules interviews in an automated manner.

Automatic scheduling eliminates most potential for schedule problems.

8. AA emails candidates to schedule interviews.

Administrative Assistant

A system for automated interview scheduling, which efficiently arranges interviews based on predetermined criteria.

Capturing interviews facilitates professionalism and facilitates reference during interviews.

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

Hiring Manager and Interview Team

Candidates are interviewed by a panel consisting of the recruiting manager and other team members. (Hiring System is not used for this step.)

The act of recording interviews enhances professionalism throughout the interview process.

10. AA collects feedback from interviews and status of candidates

Administrative Assistant

The preserved interviews are available for reference on the various candidates who were interviewed.

Storing interviews enhances the level of professionalism exhibited during the interview process.

11. Hiring manager informs the AA on his top candidate for hiring

Administrative Assistant

The software efficiently stores the information offered on the wide range of applicants, facilitating convenient access for administration, hiring managers, as well as recruiters.

In the event that a candidate calls to inquire about the status of their applications, the recruiting software offers instant access to the hiring team and relevant feedback.

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

Administrative Assistant

The system facilitates the process for AA to generate job offer letters by securely storing the offer letter template and candidate information. It empowers AA to conveniently select the relevant candidate information and seamlessly integrate it into the template. This allows for a streamlined review process before the finalized letter is sent to the candidate via email.

A more effective offer process projects a favorable image to applicants, reduces the time required to prepare an offer letter, and allows MTC to hire ahead 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 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: Explain how a hiring system could improve internal and external communications

Recruiters have observed that certain resumes and applications occasionally encounter challenges such as misplacement within interoffice mail or becoming overshadowed within email correspondence.

The adoption of efficient software that combines the applicant's information with the hiring system and the database of the company effectively reduces the possibility of losing information (Hamza et al., 2021). The program also guarantees that the hiring team will have fast access to and recovery of information.

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.

Ted claims that when hiring volumes are high, he is frequently overwhelmed with paperwork, making it difficult for him to maintain track of the recruiting procedure and occasionally causing him to lose track of some vital documents.

Implementing a system that allows every participant to access relevant data from a common database, thereby reducing the likelihood of information loss during the recruitment process. The software's advantages stem from its ability to increase productivity by reducing the time wasted tracking and retrieving corporeal documents. (Hmoud & Laszlo, 2019).

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

The Hiring Manager emphasizes the importance of enticing potential applicants with technology and efficacy by automating the majority of the recruiting procedure.

Implementing a highly efficient program that facilitates the online application process for prospective candidates has the potential to attract a greater number of highly qualified individuals. This, in turn, can enhance MTC's competitive edge within the industry.