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Jumping the Gap

Jumping the Gap . Moving recruiting to the cloud from the grass roots. Introduction . Joshua Ramey- Renk , MBA, SPHR Director, Talent and HR Operations Sierra Club National HQ Implemented Taleo ATS in Summer/Fall 2011 Learned a LOT along the way

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Jumping the Gap

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  1. Jumping the Gap Moving recruiting to the cloud from the grass roots

  2. Introduction • Joshua Ramey-Renk, MBA, SPHR • Director, Talent and HR Operations • Sierra Club National HQ • Implemented Taleo ATS in Summer/Fall 2011 • Learned a LOT along the way • Today will be a mish-mash of lessons learned, cloud-implementation specific challenges, and amusing anecdotes about moving a 120-year old non-profit onto a 21st century technology platform

  3. The situation on the ground • 120 year old organization… • Anti-”system” and anti-authority biases • Practice accretion-lots and lots and lots of different ways to do…everything • Application “System” was…send your resume and cover letter in an email and hope it would end up in the right place Lots of layers…and complicated

  4. Key Challenges • Resistance to change • Defining ownership • Clarity of goals • The “Can’t we just press a button?” mentality Any implementation

  5. Key Challenges • Don’t own the code • Internal IT role fuzzy • Working within constraints • Customization is limited and changes happen frequently Cloud-specific

  6. Breaking it down • Who’s in charge here? • Expertise, transparency, and the end user • Vagueness in, Vagueness out • Development and testing • Process is as important as product • Communicate, communicate, communicate • Survey after launch • Developing training resources

  7. Who’s in charge? • IT vs. HR • IT & HR (the unholy alliance) Cloud-based systems make this mucky Collaboration and boundaries are important

  8. Expertise, transparency, and the end user • The “BEST” way isn’t always the right way -Every organization is unique Input should come from multiple levels • The big question: Replicate, or replace? UPDATE

  9. Vagueness in, vagueness out • Have a clear grasp of the top things or reports you want to get from the system • In a cloud-based system, things can change rapidly-be sure to keep templates and custom content in a safe place • USE YOUR IMPLEMENTATION CONSULTANT. They can’t decide for you, but can offer suggestions. Once they’re gone, you’ll miss them ESPECIALLY IMPORTANT WHEN MOVING TO THE CLOUD!!

  10. Development and testing • Can be tough since in many cases there is no “sandbox”-once you’re live, you’re live. • Also-your IT team can’t just write a patch later-remember, this is all in the cloud… • So…how do you test? • Test small sets of steps with a very limited number of options while developing the next part of the process. But don’t get too far ahead. And be prepared to create fake people, requisitions, and applicants • You only THINK you know all the ways to break it. • Bribe internal testers, who should be end users not on the implementation team, with chocolate

  11. Process is as important as Product • Especially true if putting in a system where no system has existed before • Think ahead to roll-out: training should be about the whole idea, not just the specific steps

  12. Communicate, communicate, communicate • BEFORE: • It’s coming!! • Launch • It’s here • After • What should it do in differently than it does? • Humility is helpful: • “We’re all in a learning mode…so please let us know if you encounter an issue or something isn’t working as you expect. We look forward to working with you to improve the system • Pro-Tip: This message really should be delivered by somebody from HR-we can say with a straight face.

  13. Survey after launch • By this time the in-house team has developed a better sense of how things work in the system and “explored” the subtle differences between what they thought the system would do and what it actually can do…and what they can modify on their own (templates, landing pages, text) • Be prepared to: • Slaughter your own sacred cows • Find small tweaks for big impact • Stand your ground • 1/3 neutral, 1/3 enthusiastic, 1/3 hate everything new

  14. Develop “Goldilocks” training resources • Not too simple • Or you wont actually avoid getting questions • Not too complicated • Or you’ll just have to redo them when the cloud-based update happens • Juuuuust right • Short, topical podcast-style presentations that can be changed out by segment if something is altered for a piece, but not all, of a process • Good to have a people-person as the point person for these things, since you may be changing not just the technical piece but the whole mindset.

  15. In Summary • Decide what you want the system to do • Figure out who’s in charge • Use your implementation consultant • Communicate, communicate, communicate • Develop short trainings that can be swapped out if the product changes

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