Moving to eRecruitment: Improving Efficiency and Streamlining Processes

1. Department of Business & Employment Moving to eRecruitmentHR Forum – 6 August 2010 Presented by: Kate McTaggart, A/Senior Director, People & Services, Department of Health & Families Mandy Ryan, eRecruitment Project Manager DEPARTMENT OF BUSINESS AND EMPLOYMENT

2. Moving to eRecruitment Why eRecruitment? • Corporate Services Review initiative • Improve efficiency of DBE services to agencies What is eRecruitment? • Electronic end-to-end recruitment processes • No more paper forms and manual processes

3. Moving to eRecruitment Benefits of eRecruitment • Consistent recruitment processes across agencies • A professional and consistent entry point for NT Government job applicants • Informative recruitment reports • One Entry Level Recruitment candidate pool • Potentially reduced time to fill a vacancy • New employees commenced in a timely and professional manner • Better management of advertised vacancies • Greener environment

4. Moving to eRecruitment Project • Service provider - NGA.NET Pty Ltd • 5 year license with option to extend for 3 years • Steering Committee – DBE Executive members • Project Advisory Committee – agency representatives • Project Team

5. Moving to eRecruitment Project Implementation • Phase 1 – Go Live end October 2010 • Standard advertised and non-advertised vacancies • Online job applications • Entry Level Recruitment Candidate Pool • NTG Candidate Pool (for vacancies less than 6 months) • Recruitment reports • TRIM integration • Phase 2 – Go Live April/May 2011 • Bulk Recruitment eg Graduates, Apprentices, Prison Officers, Park Rangers, etc • Nurses & Midwives Candidate Pool • Teachers Candidate Pool

6. Moving to eRecruitment ‘eRecruit’ (the system) • Online, externally hosted web based application • Configured to meet client requirements • Access via ‘single sign’ process • Online requests to fill (RTF) a vacancy (advertised & non-advertised) • Automated workflow for endorsement and approval of RTFs with audit trails • Online job applications via NTG Employment Opp’s website • Online vacancy files (with job applications) • Online selection reports • Online onboarding process for new employees • Correspondence to applicants via email where appropriate • Vacancy file stored in eRecruit for at least 12 months

7. Moving to eRecruitment What agency managers will do in eRecruit • Complete Request to Fill (RTF) template in eRecruit, to advertise a vacancy or where an employee has been identified for a short term vacancy • Request candidates from candidate pools • Submit completed RTF to supervisors and managers for endorsement and approval • Track progress of RTF online • Receive vacancy file online (late applications can be accepted) • Assess and select applicants in accordance with merit principle • Complete selection report in eRecruit

8. Moving to eRecruitment What DBE Recruitment Officers will do in eRecruit • Create the job to be advertised • Receive any hard copy applications and attach to eRecruit vacancy file • Submit vacancy file to Vacancy Manager • Send correspondence to applicants • Prepare employment contracts • Provide quality candidate care to all applicants • Ensure new employees are commenced in a timely manner • Search and maintain candidate pools

9. Moving to eRecruitment What job applicants will do in eRecruit • Apply online through website • Track progress of online job applications • Edit application details or provide updated resume before vacancy closes • Edit personal details after vacancy closes • Use a previous application and update for another job application

10. Moving to eRecruitment Project Update • Candidate portal being developed • Generic templates and workflows being prepared for ‘core system’, Entry Level Recruitment and the NTG Candidate Pool • Standard employment contracts prepared • Drop down lists for templates being finalised • Text for emails to applicants prepared • Recruitment report requirements collated • Recruitment advertising process and templates being prepared • Test plans being prepared

11. Moving to eRecruitment System Support • Agency champions – HR staff or regular recruiters • ‘Super Users’ - DBE Recruitment Officers • System Administrator – DBE HR System Support • Ongoing maintenance of templates • Running reports • User Guides, Information Sheets and Checklists for all users • Ongoing maintenance of templates • Running reports

12. What’s Next? Onsite Solution Design ‘walk through’ by NGA - 16 & 17 Aug User Acceptance Testing – Aug/Sept Training – Sept/Oct Communication – ongoing FAQs on Intranet Information sessions for agencies (Sept/Oct) Supporting documentation eg FAQs, User Guides and Information Sheets – Sept/Oct ‘Old’ existing vacancies in RMS to be ‘cleaned up’ – Aug/Sept Existing vacancies in RMS at eRecruit Go Live Transferring existing ELR candidates into new candidate pool Moving to eRecruitment

13. What’s Next? (cont …) Review and evaluation of the system PIPS integration Process for criminal history checks Moving to eRecruitment

14. Agency Perspective Moving to eRecruitment

15. Questions ? Moving to eRecruitment