Stage 4: BA & SR System Recommendation and Summary & Conclusion

Strategic Goal

(from case study)

Objective

(clear, measurable and time-bound)

Explanation

(2-3 sentences)

Increase MTC Business Development by winning new contracts in the areas of IT Consulting

Award 4 new contracts monthly

Utilize the new hiring system by establishing electronic media to promote and attract new consumers against competitors. Provide innovative and market leading technology that will gain the attention of contracts across the globe with the assistance of new hires internationally.

Build a cadre of consultants internationally to provide remote research and analysis support to MTC’s onsite teams in the U. S.

Increase international recruiting efforts and employ 5 research analysts in the next 12 months.

The new hiring system would allow applicants from around the world to apply online, increasing the number of international applicants. It would enable the recruiters to carefully monitor the applications for these positions, identify the necessary research and analysis skills needed, and screen resumes for these key skills. Recruiters could quickly view the number of applicants and identify when additional recruiting efforts are needed to meet the objective.

Continue to increase MTC’s ability to quickly provide high quality consultants to awarded contracts to best serve the clients’ needs

Set aside 12 candidates that have the skillset to fulfill new contracts awarded to fit the needs and expectations that the consultant is best suited for.

The new hiring system would have a collection of data stored of vetted consultants/candidates best suited for prospective positions of future contracts. This will allow time efficiency to be of no issue as the management team will have already weeded through the necessary candidates during selection.

Increase MTC’s competitive advantage in the IT consulting marketplace by increasing its reputation for having IT consultants who are highly skilled in leading edge technologies and innovative solutions for its clients

Provide thorough trainings monthly of updated policies, procedures, and any new information within technology advancement catering towards the clients.

Trainings will allow consultants to be knowledgeable about any changes within the system of technology. In doing so, the company is able to provide the best possible services to the clientele and to overall provide the best chances of competitive advantage over other competitors.

E.

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.

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

Recruiter

The system will allow select key words to help filter out criteria from applications that match or meet minimum requirements for the position listed (Gentle, 2018).

This will cut down time needed to get readily available resumes to the hiring manager to take action.

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

Recruiter

The system will allow a time stamp and send an automated message to AA.

Reduces errors and misplacement of manual paperwork (Gentle, 2018).

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

Administrative Assistant

The system will allow to send automated message to be sent to the hiring manager with date/time.

Reduces errors and misplacement of manual paperwork.

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

Hiring Manager

The system will filter out the best qualified candidates to move forward to the next step/round.

Allows the hiring manager to avoid investing unnecessary time sorting through applicants manually.

1. 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 will allow an automated message to be sent back to the administrative department with a time/date.

Reduces errors and misplacement of manual paperwork.

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

Administrative Assistant, Interview Team, and Hiring Manager

The system should allow possible time slots available for candidates to be interviewed in timely fashion involving all departments.

Reduces feedback time amongst all departments when corresponding interviews in timely fashion.

1. AA emails candidates to schedule interviews.

Administrative Assistant

The system should allow possible time slots available for candidates to be interviewed in timely fashion involving all departments.

Reduces feedback time amongst all departments when corresponding interviews in timely fashion.

1. 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

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

Hiring Manager

The system allows the data that’s inputted to be distributed out to the AA electronically.

Allows processing time of the administrative assistant to be reduced.

1. AA collects feedback from interviews and status of candidates

Administrative Assistant

The system allows a collection of data to be consolidated from what is inputted by the interview team.

Reduces processing time through means of reviewing compiled data to determine next step.

1. 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.

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

There is no proper communication amongst departments as stated by the hiring manager. The process for screening applicants, scheduling interviews, identifying qualified candidates, and getting a job offer are currently not sound or effective. Turnover rates are high in the IT world, thus improving communication would be ideal.

The hiring system would provide better communication amongst different departments within the hiring process by providing tracking progress on potential hires. Efficient communication to hires will allow feedback to come at a timely manner with clients to provide the needs of the customer (Sherman, 2019).

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 Administrative Assistant states when the hiring volume is up, the AA is then buried in vast amounts of paperwork. The Administrative Assistant has to balance keeping up with all the applicants and resumes, track status of applicant, and ensuring needs are met. Wants to be able to be stay on top of the workload while supporting the recruiters effectively. Current manual system causes organization and time efficiency to lack.

Having a hiring system would allow for time spent on sorting through applicants and filing to be cut down as all the necessary information would be accessible in the system attached with data collected through each step of the hiring process. This system will also allow the Administrative Assistant to improve scheduling candidates effectively in correlation with other departments.

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

The hiring manager has emphasized that there is no proper communication, i.e. not being responsive to HR. The hiring manager heavily relies on the recruiters to stay on top the recruiting process.

The hiring system will allow feedback time to be cut down, and will provide accessibility to have automated responses available in order to allow open communication with different department and clients. The hiring managers will have data available to pull from the system to provide to clients about employees who will be able assigned to certain projects. In turn, this will allow potential employees to be inputted into the loop in having details provided to them in an adequate amount of time (Sherman, 2019).

Role

Specific problem related to the current hiring process

How a technology solution to support the hiring process could address the problem

1. CEO

Selecting the right candidate/consultants has been difficult in meeting the needs that the client is paying for in regards to contracts.

With the hiring system in place, matching the right candidates to potential positions posted will benefit the needs of the company and the clients. This will allow efficiency and cut unnecessary time spent on filing through applications.

2. CFO

The current technology in place is not cost effective and it’s inefficient.

The payroll and time-keeping is done manually and needs to automatically integrate new employees.

The hiring system will allow integration of payroll and time-keeping accordingly of new employees and provide a cost-effective solution for the company.

3. CIO

Mobile computing is heavily relied on within the organization, thus causing conflict of incorporating and viewing portability, maintenance, and solutions.

Breach of data and security of the clientele’s information is of concern, additionally compatibility of the system is crucial.

The system will provide a way to incorporate portability, maintenance, and solutions that are compatible with the system of hiring. Security breaches will be addressed and become minimized with proper cybersecurity in place to safeguard clientele’s information.

4. Director of Human Resources

The current manual process of hiring and meeting demands of the company and clients are affecting time efficiency and deadlines.

The hiring system will allow information to be store automatically which will cut-down time consumption of tedious duties.

5. Manager of Recruiting

Being in a competitive market, time efficiency is crucial when performing the duties of hiring new staff.

The system will allow the amount of time spent on processing applicants to be cut down 15-20% by filtering through applicants and criteria they meet of the position posted (Maryland Technology Consultants Case Study, 2018, p.5).

6. Recruiters

Feedback given to the applicants is slow and does not compute in timely fashion which causes applications to get lost in the shuffle. Scheduling is not consistent or coordinated well with everyone involved in the interviewing process.

The system will ensure feedback to applicants is communicated effectively and efficiently. The system will gather information appropriately to align the best time frame for interviewers and interviewees to meet (Gentle, 2018).

7. Administrative Assistant

Applicants and resumes are not being organized in a fashion where the information is obtainable effectively for the position.

The hiring process will allow paperwork to be minimized and allow quickly filtering through applicants in selecting possible candidates.

8. Hiring Manager (Functional supervisor the new employee would be working for.)

Screening, scheduling, and identifying applicants for the position is not working effectively and is time consuming.

The system will provide a quick and efficient flow of filtering through applications and identifying candidates who meet criteria listed. The system will allow easy scheduling amongst different departments from HR to hiring managers.

Requirement ID# only

Requirement Statement

Stakeholder

(Position and Name from Case Study that identified this requirement)

User Requirements – (What the user needs the system to do)

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 must assist in screening applicants.

The system must schedule interviews with preferred applicants.

Hiring Manager

2. Usability

The system must allow resumes to be coordinated to the correct applicants.

Administrative Assistant – Tom Arbuckle

3. Scalability

The system must cut down time of communication between recruiters and hiring managers.

The system must allow quick responses to the applicants.

Recruiters – Peter O’Neil, Mike Thomas, and Jennifer Blackwell

4. Maintainability

The system must minimize obstacles dealing with maintenance along with making sure that compatibility issues are limited in regards to hiring new employees.

CIO – Raj Patel

5. Reporting

The system must minimize the process time of hiring applicants by 15-20% (Maryland Technology Consultants Case Study, 2018, p.5).

Manager of Recruiting – Sofia Perez

System Performance Requirements – (How the system will perform)

EXAMPLE

The system must be implemented as a Software as a Service solution.

CIO – Raj Patel

6. Storage

The system must provide a time efficient process to store data to fulfil hiring demands.

Director of HR – Joseph Cummings

7. Reliability

The system must provide information to be communicated effectively between recruiters and hiring managers at a faster pace.

Recruiters – Peter O’Neil, Mike Thomas, and Jennifer Blackwell

8. Processing

The system must select prospective candidates that meet criteria of the positions posted.

The system shall schedule interviews in correlation with the candidates, team of interviewers, and the hiring manager.

Administrative Assistant – Tom Arbuckle

9. Security

The system must provide a back-up information of payroll.

The system shall provide back-up information of time-keeping.

CFO – Evelyn Lui

10. Security

The system must provide software to protect itself from possible security breaches (Developing Requirements for an IT System, 2020).

CIO – Raj Patel