Stage 3 Assignment IFSM 300

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 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 application 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.

Resume Screener.

ATS (Applicant Tracking System) should be included, when the resumes volume increased. And many of them are unqualified. ATS will allow some measurement of automatic resume screening through keyword matches.

ATS will reduce time for Administrative work, and provides faster and better resume screening. Also it will improve quality of hiring.

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

Recruiter

Recruiter will then select the best application to forward.

Recruiter screen through and automatically forwards the application to the next process much faster without misplacing applications.

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

Administrative Assistant

Administrative Assistant will view applicants that were forwarded then push applicants further to hiring process.

Administrative also reviews applications that were forwarded and see qualification that match the needed requirements then forwarded those applications to the next level.

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

Hiring Manager

Hiring manager will give feedback on applicants for who to interview.

Hiring managers will then have the final say in who will be interviewed and then sent this decision to the administrative assistant.

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

Administrative Assistant

Administrative Assistant will schedule interviews for the applicants in program for managers and interviewing panel to see.

The scheduled interview in the program will be easier to keep track of and not double-booking interviews.

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

Interviewing Team

Interviewing team will interview the applicants and input feedback into program.

Directly inputting feedback into program will speed up the time and it takes to send the feedback for the next step.

8. AA emails candidates to schedule interviews.

Interview Team

Interview team will then release applicants to administrative assistant with feedback from interview.

After final looks and reviews after the interview the team will then be able to forward the applicants back to the administrative assistant.

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

Hiring Manager and Interview Team

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

N/A

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

Administrative Assistant

Administrative assistant will then inform the recruiter about what applicants will be offered jobs.

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

Recruiter

Uses program to file ad create job offer.

Filling the blanks of a form in the program will speed up the job offer creation.

12. Administration Assistant prepares offer letter based on information from the 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.

Area

Current Issue

Improvements

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

An efficient system with all the 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.

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

Due to amount of paperwork includes in the hiring process, the hiring process takes time with information being sent through interoffice mail. Also, resumes, other paperwork and notes that was obtained from hiring process gets lost.

The hiring system will quickly send information to the proper receiver, contain all the essential files and keep the important information from being missing. Creating a foundation for communication and stop physical communication barriers, like paper missing in the time of need.

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

The manual hiring process includes many time taking steps, and missing of paper work and interoffice mail. Some parts of the workflow can be break down during excessive workload.

Reducing the paper work and automating the hiring steps. Also creating more efficient workflow structure. This allows employees to focus on other duties, task and future projects.