The table below describes the new hiring system procedures and how they will help bring about a significant change in the process hiring. Using the new recruitment system will help improve the efficiency of the hiring process, save time and resources. Furthermore, the applicants receive quick responses about the status of their applications which presents a positive company image.
CIC HIRING PROCESS |
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As-Is Process (Part 1) |
Responsible CIC Position (Part 1) |
To-Be Process – How the System Will Support the New Process (Part 2) |
Business Benefits of Improved Process (Part 2) |
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Recruiter receives application from job hunter via Postal Service Mail. EXAMPLE PROVIDED – Retain as #1 |
Recruiter | Receive application via online submission through CIC Employment Website and store in applicant database. | More efficient submission process decreases time needed to receive and begin processing applications. This will present a positive image to potential employees and help CIC compete for top IT talent. |
| Recruiter reviews the candidates’ applications | Recruiter | The recruiter retrieves the applications from the online database and reviews them. The applications that meet the requirements are selected and those that do not rejected | The process of retrieving and reviewing of the applications is automated to select the applications with all required documents. This helps reduce the time needed for review and the overall recruitment process. |
| Send the applications and resumes to hiring manager | Administrative assistant | The applications and resumes are sent to the hiring manager using online software for selection. | The online software offers a platform for quick sharing of the information between the recruiter and the administrative assistant. |
| The selection of candidates that meet the job specifications | Hiring manager | Using the online software and tools, the hiring manager determines which candidates meet the specifications such as education, experience, and salary expectations. | The process is made easier and faster because one does not have to go through each of the applications (Johnson, Lukaszewski, & Stone, 2016). Technology is used to check the applicants with relevant skills and applications. |
| Receive feedback from hiring manager on which applicants to interview | Administrative assistant | The administrative assistant receives the feedback communication via online platform from the hiring manager about the applicants that are suitable for the job. | It saves on time, resources, and costs as the feedback is only forwarded as soft copies or in-site communications (Pfeffermann & Gould, 2017). |
| Scheduling of the interview for the qualified candidates | Administrative assistant | The administrative assistant utilizes the online platforms to communicate with other stakeholders on the scheduling of interviews. | The communication is instant and there is no need for lengthy processes such as meetings to determine the date and venue. The communication and feedback is through in-site software. |
| Sending feedback to the applicants about the statuses and interview | Hiring manager | The hiring manager sends an email to the applicants who met the job requirements and informing them about the interview on a future date. | The communication is made faster and easier because the emails are generated and sent in batches (Singh &Hess, 2017). Emails are also delivered within a short time which saves time and resources. The employees have a positive view of the company processes and the communication system. |
| Initial screening of the candidates using online platforms | Hiring manager | The hiring manager uses the web-based platforms to conduct an initial screening of the qualifying candidates. | Online screening enhances the efficiency of the process as it helps determine which of the candidates are better based on their abilities to use technology to complete tasks (Johnson, Lukaszewski, & Stone, 2016). |
| Interviewing the candidates and sending feedback to the administrative assistant | Interview team | The interview team conducts an interview to determine the abilities of the potential employees and sends the feedback using online communication platforms. | The feedback is shared within minutes after compilation and the stakeholders are able to make decisions within a short time (Pfeffermann & Gould, 2017). This enhances the efficiency of the feedback process; it only takes a short time to send and receive it. |
| Sending the statuses of the applicants to the recruiter | Administrative assistant | After reviewing the feedback from the interview team, the administrative assistant sends the information to the recruiter using the in-site platforms. | In-site communication is faster and enhances the sharing of information about who suits the job more (Pfeffermann & Gould, 2017). The recruiter is able to get the information within a short time and act on it promptly. |
| Reference checks | Hiring manager | The hiring manager contacts the references provided by the candidates using the email. | The reference checks are more efficient. Using the email to contact references helps speed up the process and enhances its efficiency as the feedback is also via email and within a short time. |
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Ted prepares offer letter based on information from recruiter and puts in the mail to the chosen candidate. EXAMPLE PROVIDED – Retain as #12. |
Administrative Assistant | Prepares job offer letter by selecting information needed for a specific candidate; system completes the template with stored information and Ted reviews and emails to the candidate. | More efficient offer process presents a positive image to applicants and decreases the time needed to prepare offer letter, and enable CIC to hire in advance of the competition. |
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Avenues of Improvements by the New System
The new system enhances efficiency by improving collaboration, communication, workflow, and customer relations. All parties are able to conduct their respective tasks and duties and share information with relevant parties. The whole process is improved and potential employees and is able to discern the advanced use of technology by the company. In the table below are some of the ways in which the new recruitment system will be of value.
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Current Issues (from the Case Study) |
Improvements (due to use of technology) |
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Collaboration: EXAMPLE PROVIDED: |
The Hiring Manager states that he isn’t as responsive to HR as he could be as recruiting is only one of the many areas he is responsible for. Therefore, he depends on Recruiters to stay on top of the recruiting process. | An efficient system with all information in one place, easily accessible 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 are instances of communication breakdowns and lengthy processes which make the hiring processes to last for months. | The new system will enhance a speedy communication and prevent unnecessary breakdowns (Smith, Dillahunt-Aspillaga, & Kenney, 2015). Information with be shared using a common platform making it easier to send and receive feedback. |
| Workflow : Explain how a hiring system could improve the CIC hiring process by providing a consistent structure for each participant to perform his/her part in the hiring process. | The hiring manager, administrative assistant, recruiter and interview team complain about the hiring process’ bureaucratic nature. The workflow is not consistent as a person has to personally look for others to deliver information. | The system will help improve the workflow and ensure that the process is consistent. The steps of hiring have been stipulated and one has to make the right choice and forward information to the relevant party. The receiving party will also reply through the same platform (Smith, Dillahunt-Aspillaga, & Kenney, 2015). |
| Relationships : Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees. | The process of application and hiring happens with little engagement of the potential employer. The communication is always limited to official appointment information and relating issues. | The new hiring system engages the applicants and enhances a stronger relationship between the applicants and the company in general. The application and hiring communication is through online email platforms which reduces the time required for the whole process significantly. |
References
Johnson, R. D., Lukaszewski, K. M., & Stone, D. L. (2016). The Evolution of the Field of Human Resource Information Systems: Co-Evolution of Technology and HR Processes. CAIS, 38 , 28.
Pfeffermann, N., & Gould, J. (Eds.). (2017). Strategy and communication for innovation: integrative perspectives on innovation in the digital economy . Springer. Print
Singh, A., & Hess, T. (2017). How Chief Digital Officers Promote the Digital Transformation of their Companies. MIS Quarterly Executive, 16 (1).
Smith, T. J., Dillahunt-Aspillaga, C., & Kenney, C. (2015). Integrating customized employment practices within the vocational rehabilitation system. Journal of Vocational Rehabilitation, 42 (3), 201-208.
