CIC would like to hire the right candidates with the right skills and experience for the different positions. The company must, therefore, manage its hiring process to ensure that the potential employees are satisfied with the entire process while the participants are committed to enhancing its ability to deliver candidates who meet the required criteria. The company currently conducts the process manually which has led to inefficiency and communication breakdown (Ivancevich & Konopaske, 2013). The following table shows the hiring process for the company.
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 an applicant database. | More efficient submission process decreases the 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. |
| The applications are screened for suitability based on the established criteria and communication sent to potential candidates, for interview date | Recruiter and administrative assistant | The applications stored in the system are screened to establish whether they meet the required criteria which are already set in the system. The system only selects candidates who meet the selected criteria. | The screening time is reduced and candidates with the right qualifications are grouped together for the initial screening process. The system maintains all record and helps to track any unique qualifications quickly |
| Interviews are screened using phone calls | Recruiter | The system prompts the recruiter to contact the potential candidate and enter their feedback to the system depending on the suitability of the candidate | The system maintains updated records on the potential candidates and the feedback from the recruiter which is then used in the next stage. The system enhances transparency and access and storage of information |
| Develop interview questions | HR representative | The system stores interview questions that are appropriate for the new hires reducing the process of preparing additional interview questions | The system has interview questions stored in it, therefore, there is no need to develop new questions for every new hire. The recruiter will only determine the suitability of the questions and make necessary changes if there is a need. |
| Schedule and Conduct interviews | Recruiter, Hiring manager, and administrative assistant | The interview date and time is entered into the system which checks whether there are other schedule interviews assigned to that time. | The system maintains a database for all interviews and their scheduled time and place. It eliminates confusion and booking of two candidates at the same time. It also helps the human resource staff to plan their activities. |
| Talent assessment | Hiring manager | The hiring manager will access information from the recruiters and check whether the candidates meet the required criteria. The will then give feedback and their reason for selecting a candidate which is then communicated to the human resource department | Stores relevant information and feedback from the hiring manager. Guides the manager on what they need to do. |
| Employment testing | Recruiter and hiring manager | The hiring manager and the recruiter will then test the suitability of the candidate for employment using tools previously developed and stored in the system. | The system has relevant tools that help to test the suitability of the candidates for the job. It, therefore, eliminates trial and error processes |
| Background check | Recruiter and administrative assistant | The recruiter will then communicate to the administrative assistant to schedule a background check and send emails to the referee asking them to give any relevant information concerning the candidate. | The system maintains the feedback from the referees and compares it with the performance of the candidate during the interview and their academic qualifications. |
| Hiring decision | The hiring manager and human resource manager | The hiring manager and the human resources manager will then decide on the appropriate candidate to choose from the successful candidates who passed the previous stages. The system will help them determine the candidate based on availability, qualifications and the score they received in the hiring process. | The system helps the hiring manager and the human resource department to choose the right candidate, by providing different parameters that they can use to rank the candidates based on the feedback of the hiring manager and background check |
| Reference check | The hiring manager, administrative assistant | The hiring manager will then conduct reference checks using the system to determine whether the selected candidate is the right one. | The system maintains adequate information from the referees that might be useful for the hiring process. |
| Job offer | Hiring manager and human resources manager | The hiring manager and the human resource manager will then settle on a candidate from those who attained high marks from the entire process. | Once the processes are complete, the system will then ask the hiring manager to choose the right candidate for the process to be complete. |
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12. Ted prepares offer letter based on information from the recruiter and puts in the mail for 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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The development of the new system must be evaluated to determine whether it will contribute to meaningful improvements in the company hiring process. Three parameters are considered where a comparison is made between the old system and the new system. The table below shows the comparison.
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Area |
Current Issues (from the Case Study) |
Improvements (due to use of technology) |
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Collaboration: EXAMPLE PROVIDED – Retain as is |
The Hiring Manager states that he isn’t as responsive to HR as he could be since 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 | The administrative assistant says that it is difficult to trace some of the feedback or even locate an email which is to be sent to the candidates. The manual system has pitfalls that inhibit communication both internally and externally. | The new system allows information sharing to external sources and any feedback from the candidates is communicated instantly to the entire team. All communications concerning the new hire can be accessed in the system without having to rely on emails from the administrative assistant and internal memos (Searle and Skinner, 2011). |
| 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 current manual system has many pitfalls that make it hard to determine the next stage or what stage of the process a potential candidate is currently at. The participants are required to perform their duties without making any follow-ups concerning their progress or delays. | The system has a clear structure that shows how activities move from one stage to the other. It also shows the completed and pending activities throughout the process. It notifies the participants of the pending process that need their attention including the deadline for such actions (Searle and Skinner, 2011). |
| Relationships : Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees. | The current system is not reliable and potential employees would not like to work in a company that shows poor coordination of activities and lacking proper structures for the participants | The new system will enhance the relationship with the applicants as they will be communicated to about the progress of their applications and the likely date that they are to receive feedback from the company (Searle and Skinner, 2011). |
References
Ivancevich, J., & Konopaske, R. (2013). Human resource management . New York, NY: McGraw-Hill Irwin.
Searle, R., & Skinner, D. (2011). Trust and human resource management . Cheltenham: Edward Elgar.
