WASHOE COUNTY’S ONLINE RECRUITMENT SYSTEM

1. PRESENTING WASHOE COUNTY’SONLINE RECRUITMENT SYSTEM by Katey Fox, Recruitment & Selection Manager

2. About Washoe County • Over 3000 employees in full-time and seasonal/temporary positions • 660 job classifications • Ten bargaining units

3. Washoe County Government Structure • Washoe County operates under the council (commission)/manager form of government with the elected board of Board of County Commissioners acting as the governing body. Seven departments with elected department heads and 28 departments with directors appointed by the County Manager, the Board of County Commissioners or other executive boards.

4. Washoe County Government Structure • Washoe County fulfills a number of major service provider roles, as an administrative arm-of-the-state, as a regional and community services provider, as well as providing governmental administrative and support service functions to the community. • These services cover seven general services lines, which are: General Welfare, Culture & Recreation, Intergovernmental & Community Support, Health and Sanitation, Public Safety, Public Works, and General Government Administration. • A brief review of these roles follows.

5. Washoe County Government Structure

6. Washoe County Human Resources • 20 professional and support staff • Provide full range of human resources services and activities • Human resources administration • Classification & compensation • Benefits administration • Contract/code/policy administration • Employee relations • HRIS/payroll services • Labor relations • Recruitment & selection • Workforce development & training

7. Recruitment & Selection • One Recruitment & Selection Manager • Three Human Resources Analysts • Three Human Resources Specialists

8. Where We Were • Paper based application process • Multiple documents and applications difficult to track • Status of number and quality of applicants unknown until after recruitment closed • Applications had to be entered into applicant tracking system- Redundancy • U.S. mail to notify applicants regarding status (2 week minimum)

9. OVERVIEW • Why • Enhance ability to attract and retain top talent • 2010 25% of WC workforce eligible to retire • 21st Century applicants demand online functionality and communication – Gen X & Y • Replace an antiquated system • Reduce redundant manual efforts • Reduce paper-based activities

10. OVERVIEW • How • Collaborative effort between HR, WINnet and EPI-USE via SAP • Wrote Business Case to replace applicant tracking system • Developed a custom OLR system to meet needs of Washoe County and public sector merit requirements • Web-based for applicants (100% apply on-line) • Portal based for internal business processes • Phased implementation • No migration of existing applicant data

11. Benefits • Benefits to applicants • Access to high quality, accurate, up-to-date information • 24/7 access to self service system • Kiosks in HR and Libraries • One master DYNAMIC employment application • Decrease response time from HR regarding application/selection status • Reduce trips to HR office • Reduce costs

12. Benefits • Benefits to HR and County Departments • Lower administration costs • Reduced processing time • Free up staff to work on more mission critical strategic activities • Increased quality and quantity of applicants • Ability to share information across department lines with the click of a mouse

13. Benefits • Benefits to HR and County Departments • Real time information now available electronically • Desktop functionality • Fewer transactions with fewer errors • Departments complete and submit position requisition in real time • Departments provided with prospective candidates in less than 30 minutes when eligibility list is available • More efficient services to applicants, employees, hiring departments and Washoe County

14. OLR Functionality • Position Requisition – Step 1

15. OLR Functionality • Position Requisition – Step 2

16. OLR Functionality • Position Requisition – Step 3

17. Jobs Available Website

18. OLR Functionality • Applicant Dashboard

19. OLR Functionality • Human Resources Dashboard

20. OLR Functionality • Department Dashboard

21. Exam Plan & Testing Functionality • Test definition library maintained in system • Ease of attaching exam plan to recruitment • Upload scores from Scantron • Manually enter scores • Easy to read exam statistics • Ability to delete items, adjust pass point

22. Online Recruitment System Reports • Applicant list report • Item analysis report • Test statistics report • Examinee performance report • Adverse impact report • Eligible list report • Referral list report

23. Where Are We Going? • HR will focus on data and systems that provide for strategic workforce development including succession planning (Manager Dashboard) • Enhancements to current OLR functionality • SAP Qualifications Bank • Training and Events Management

24. Lessons Learned • Develop a project plan- key to implementation • Document as-is and to-be process flows • Focus on process improvements • Challenge the consultants • Speak common language with consultants

25. Questions?