Stage 4 of project paper

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

Win two new contracts in IT consulting within the next seven months.

The new hiring system enables the company to hire highly qualified consultants quickly. The new consultants will play a crucial role in helping MTC establish itself as a large and reliable company. This will help the company win more contracts.

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 five 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 monitor the applications for these positions carefully, identify the necessary research and analysis skills needed, and screen resumes for these critical skills. Recruiters could quickly view the number of applicants and determine when additional recruiting efforts are required in order 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

Hire 20 new consultants within one month to facilitate completion of awarded contracts within three months

The new recruitment software facilitates the hiring process. Most of the process including the screening of applicants is automated. This saves time. Therefore, the company can hire more highly qualified consultants within a short timeframe. These recruits will play a crucial role in ensuring contracts are completed much earlier and to client's satisfaction.

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

Improve the company’s reputation in the next six months by completing awarded contracts in time, and delivering high-quality services that meet the client’s needs.

The new hiring system will allow the company to recruit highly qualified consultants before other competitors take them. This will help the company hire and retain the best players in the IT consulting market. This will help grow the company's reputation.

Role

Level as defined in IS Course Reading

Example of Possible Decision Supported by Hiring System

Example of Information, the Hiring System, Could Provide to Support Your Example Decision

Senior/Executive Managers

(Decisions made by the CEO and the CFO at MTC supported by the hiring system.)

Strategic

Open new satellite offices in New York

Which areas of IT the company should venture in future

Middle Managers

(Decisions made by the Director of HR and the Manager of Recruiting supported by the hiring system.)

Tactical

Offer mentorship

Most applicants have experience of fewer than three years.

Operational Managers

(Decisions made by the line managers in the organization who are hiring for their projects supported by the hiring system.)

Operational

Hire only employees with at least five years of experience

The hiring system shows which areas the consultants most qualified.

MTC Hiring Process

As-Is Process

(Part 1)

Responsible MTC Position

(Part 1)

To-Be Process – How the System Will Support and Improve the hiring process

(Part 2)

Business Benefits of Improved Process (Align with MTC’s overall business strategy and needs.)

(Part 2)

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. Recruiters screen the applicant’s resume

Recruiter

The new system will receive and store applications in the online database. Recruiters can easily access and screen the resumes.

Going through stacks of application letters and resumes can be time consuming. Thus, the new system will allow recruiters to easily select and screen resumes from their computers. This will save a lot of time that would have been lost collecting, opening and reading through letters and resumes sent in hard copy. This will speed the hiring process.

3. Recruiters identify the qualified candidates

Recruiters

The new system will allow recruiters to only focus on important areas such as education background, skills and level of experience while ignoring less relevant areas.

The new hiring system will facilitate the hiring process by reducing the time each recruiter takes going through resumes and application letters. Thus, this system will allow MTC to employee qualified consultants much faster. This will give the company the much-needed competitive edge in the market.

4. The recruiter forwards the resumes of the best candidates to the Administrative Assistant.

Recruiters

The new system will allow recruiters to electronically forward the resumes of the best candidates to the administrative assistant.

Sending the resumes electronically will save a lot of time. Moreover, it reduces the risk of the resumes getting lost in other office mail. Thus, the proposed system will enable the company to hire qualified consultants faster, before they are snatched by competitors.

5. The administrative assistant routes the applications of the best candidates to the hiring managers

Administrative assistant

The proposed hiring system will allow the administrative assistant to electronically send the job applications to the relevant hiring manager

The new system allows the administrative assistant to electronically send the applications to the relevant hiring manager. This means that the hiring manager can receive the applications regardless of location. This aspect is good given the mobile nature of the hiring managers.

6. The hiring managers send feedback to the administrative assistant on which candidates should be interviewed

Hiring manager

The proposed system will allow the hiring manager to electronically send feedback on which candidates should be scheduled for interview

The new system will smoothen communication between the administrative assistant and the hiring managers. The managers can send their feedback easily and much faster. This shortens the hiring period, which allows the company to hire more qualified employees within a short timeframe.

7. The administrative assistant schedules the interviews

Administrative assistant

The new system will the administrative assistants to engage in electronic scheduling of interviews. This process takes into consideration the hiring manager’s calendar and availability of the job applicant.

The new system will make it easy to schedule interviews. The system will take into consideration the applicant’s and hiring manager’s availability. This will help ensure that interviews do not interfere with the other hiring manager’s responsibilities. This will help ensure that the company delivers on the current contracts while still undertaking the hiring process.

8. The administrative assistants keeps the applications and resumes straight

Administrative assistant

The new system allows for applications and resumes to be delivered electronically. This reduces the risk of resumes or mails getting mixed up or lost.

Sending mails and resumes electronically reduces the chances of being lost or mixed up. This helps ensure that resumes of qualified candidates do not get lost in the process. Moreover, the new system is time-saving, which is critical in a time-sensitive industry.

9. The administrative assistant keeps track of the applicant progress

Administrative assistant

The new system will allow hiring managers to view the applicant’s progress on the system’s dashboard

The administrative assistant spends a lot of time tracking the progress of different applicants. However, the new system will allow hiring managers to easily view the status of each applicant on their dashboard. This will save a lot of time and as such shorten the hiring timeframe.

10. The administrative assistants informs the recruiter of the status of each candidate interviewed

Administrative assistant

The new system will allow the recruiters to electronically view the status of each candidate interviewed

The new system will save a lot of time spend informing the recruiters the status of each candidate interviewed. As such, the hiring process take less time, allowing the company to hire more qualified consultants much faster.

11. Recruiter informs job applicants of their interview outcomes

Recruiter

The new system will allow recruiters to electronically send the interview results to all candidates interviewed

Sending the interview results electronically is time-saving. It will allow the recruiters to reach successful candidates much faster before they are snatched by other competitors in the market.

12. Tom 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

The administrative assistant is complaining of being buried in paper and having a hard time keeping track of the applicants progress and making sure everyone has what they need. The risks of mails being lost in the process is high.

However, the new proposed system will be crucial in streamlining communication. The system will allow for instant sending of messages and replies. The administrative assistant, for instance, can easily communicate with the hiring manager or recruiting regardless of their location. Thus, the new system will highly improve communication.

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 current hiring process involves a lot of back and forth. One of the persons who plays a critical role is Tom, the administrative assistant. Tom has to coordinate with both the hiring manager and the recruiters. He has to be in constant communication with all these individuals to ensure that everyone has what they need. This kind of communication and coordination is difficult with the manual system.

Luckily, the new system seeks to streamline the workflow. The applicants will be able to send their resumes electronically. These resumes will be stored in the system database. The recruiters can easily open and screen the resumes. The most qualified will be forwarded to Tom who in turn forward them to respective hiring manager. The manager will electronically send a list of candidates to be interviewed. Electronic scheduling of interviews will be conducted. Tom will receive the feedback which he will electronically send back to recruiters. The recruiters will use system email to send the candidates their interview results. From there, Tom will work with the HR to get the successful candidates in the system. Thus, the entire workflow will be smooth and time-saving.

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

The current manual hiring process relies on mails delivered by postal office. This is the only mode of communication between applicants/potential employees and the company. Mails can be time-consuming. In some cases, mails get mixed up or lost in the process.

The proposed electronic hiring system will allow for mails to be send electronically. This process facilitates the communication between the applicants and the company. The company can easily receive applications from qualified applicants and pass the job offers much faster before such candidates are snatched by other established companies in the market. Thus, the new system will be crucial for establishing a strong relationship between MTC and potential employees.

Role

Specific problem related to the current hiring process

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

1. CEO

The currently problem the CEO has is quickly finding and hiring the best people to work for the company.

Began using a system that will recommend only the most qualified people for the job.

2. CFO

CFO feels current manual hiring process is not working.

Implementing a new automated hiring system that would save the company money and time.

3. CIO

The current strategy is not successful.

A new software program must help the MTC hiring process become global.

4. Director of Human Resources

MTC’s has out grown its current staffing/hiring process.

The new system must eliminate unnecessary steps in the hiring process.

5. Manager of Recruiting

MTC’s recruiters are having problems bringing staff and keeping up with the competition.

The new automated system will eliminate the current process of manually reviewing each application. It should allow recruiters to review and respond more efficiently.

6. Recruiters

The Recruiters main problem is keeping track of the new employee’s paperwork.

The new system must have the capability to track the applicant packages during every step of the hiring phase.

7. Administrative Assistant (Me)

The current manual system which uses hard copy paper work is not effective.

The new system should use an automated system of routine the applicant paperwork. Allow each person to complete their part before send it off to the next stage in the process.

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

The hiring manager relies on HR too much however the lack of automated use is slowing him down.

The updated/new system must be able to forward new packages of qualified members to the Hiring Manager for review and selection. It should allow the Hiring Manager to respond directly to Recruiter and the HR Department.

Requirement ID

Requirement Statement

Stakeholder

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

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

EXAMPLE PROVIDED – (Retain text but remove this label and gray shading in your report)

The system must store all information from the candidate’s application/resume in a central applicant database.

Recruiter – Peter O’Neil

1.

The system must only select the most qualified candidates based on the application.

CEO – Samuel Johnson

2.

The new system must be effective and cost efficient.

CFO – Evelyn Liu

3.

The new system must meeting the requirement of the client.

CIO – Raj Patel

4.

The system must have the capacity to grow with the company. In additional to the ability to be used by everyone.

Director of HR – Joseph Cummings

5. (Reporting-Output of organized information retrieved from the system)

System Performance Requirements – (How the system will perform)

EXAMPLE PROVIDED – (Retain text but remove this label and gray shading in your report)

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

CIO – Raj Patel

1.

The system must be able to reduce the hiring time and handle a large amount of applicant at one time.

Manger of Recruiting – Sofia Perez

2.

The system must have an electronic dashboard that displays the status of job openings; information on applicants as well as the current status

Hiring Manager – (Who the applicant will be working for).

3.

The system must be able to streamline the workflow and eliminated as much paper use as possible.

Administrative Assistant – Tom Arbuckle

4. (Security)

The system must be implemented to maintain MTC’s reputation of high credibility, reliability and security.

CIO – Raj Patel

5. (Security)

The system must be able to protect the privacy information of all new applicants when they submit their applications to be hired at MTC.

Recruiters – Peter O’Neil