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Oracle Taleo recruitment and onboarding implementation at Qatar Project Management
(QPM), Qatar
Background
Qatar Project Management (QPM) is a leader in real estate and infrastructure
projects in Qatar and GCC Region, where an exponential growth in real estate and
infrastructure related projects is happening especially in Qatar as the host of 2022
FIFA World Cup and other major international events.
The demands for project and related labor forces are arising exponentially; the
number of hiring' have doubled from last year and QPM sees this figure growing
exponentially in near future.
No of employees : 400
No of users : 36
c
Project Outline
Modules Implemented
• Taleo Recruiting
• Taleo Onboarding
Project Kick Off Date : 1-Dec-2014
Soft Go Live Date : 12-Feb-2015
Full Go-Live Date : 02-March-2015
Resource Details
Evosys Resource Details
Project Manager : Murtuza Kadiyani
Functional Consultant Onsite : Anish Adhikari
Solution Architect Onsite/Offshore: Sanjay Pandey
Business Needs QPM has rigorous recruiting needs. Since it’s a project management company
hiring candidates for various project both on contracts as well as permanent
basis, the hiring volume is extensive.
QPM was already using a custom ATS which was quite basic form with very
limited functionality.
Implement a robust Applicant Tracking System
Eliminate the paper based informal way of initiating the Employee Relations’
Processes
Implement robust and automated payroll processing system which requires
minimal manual intervention for the end-to-end payroll cycle.
Manage Real Time Reporting & Analysis of the organization's HCM and Payroll
Requirement
Integrated processes with accurate record keeping and auditing
Traditional Vs. Taleo
• QPM Current Process• Too much dependency on User to
update the system manually orotherwise.
• All systems are independent and do nottalk to each other.
• No method to “trigger” next steps.
• Delays occurs if unlinked systems arenot updated.
• Monitoring candidates details throughthe recruitment life cycle all the wayinto induction is impacted.
• Candidate has bad experience.
• Company loses momentum due to toomany contact points/ people handlingduties in the system.
• Taleo Driven Process• Monitoring of ALL steps of recruitment life
cycle is possible and are automated.• System can be built to “trigger” all events in
a set manner straight away taking awayhuman error element.
• Reduces time lost by cross checking if taskshave been completed.
• Reduces errors in tasks being repeated.• All teams involved in onboarding a candidate
can access system and make sure theirelement of tasks are completed.
• On boarding process from Offer letter tojoining is smoother.
• Improvement in overall quality of hire.
Challenges
SaaS application implementation limited flexibility of Customization
Reluctance of client to move to key phase like KUT, UAT and go live.
Stringent timelines for executing – client reluctant to follow due to their busy schedule
First (for evosys) Taleo and third party job posting integrations
like gulf talent and linkedIn
Streamline the extensive current onboarding processes and
provide better business strategy approach
Solutions
Implement Taleo Recruiting and Onboarding
Integrations with LinkedIn and Gulf Talent
Reporting and Analytics with dashboards and reports to show complete
activity analysis and provide better visibility of the business process
Implement project details in a requisitions and maintain data security
around it.
Implement Dynamic Approval routing for requisition approval process.
Value Additions :Time and Cost Savings to QPM
Areas Before Taleo After Taleo
Average time to hire 90 Days 60-70 days
Centralized data base Based on emails and excel files All records arecentralized.
Time spent by recruiter per candidate
Average 10-20 days 5-10 days
Process orientation and dependability on it
Not Stream Lined Streamlined – Single application –Single process. Process oriented recruiting and onboarding.
Key Bottlenecks in the recruiting process
Difficulty in back tracking events.
Most of the activities within application are date tracked and reportable
Reports Manual excel based reports Dynamicmultidimensional Reports
Business Benefits Delivered
• Any user having proper permissions can visit the Taleo portal and see the recruitment status each requisition and candidateTransparency and Visibility
• Single location for files all candidate records.Centralized CV and candidate data
base
• System notifies concerned parties for their action.Communication Across all parties
• Automated task flows , events e.t.c minimizes human error.Automated flows
• No one can alter data related to a candidate and requisition as everything is tracked.Data Protection
• Cvs from all sources like LinkedIn, Monster gulf and Gulf talent are received at one place in Taleo Database
Social Media and Portal Integration
• From offer to mobilisation the process is automated and each task is defined for easy tracking.On boarding Process tracked
• Taleo helps in putting one JD across all platforms, all traffic is directed towards QPm website.Branding
Business Benefits Delivered Cont…
• Effective user trainings with use of ppts/demo and role playingUser Trainings
• System demonstration to the top management highlighting the key business advantageTop management system demo
• Elegant dashboards with real time reportsReal time reports
• Flexible approval workflow based on projects and non projects requirements.Flexible approval workflow
• Automated recruiting, onbaording and reporting has eliminated the use of papersPaperless recruitment process
• All message templates sent manually such as shortlisting email, rejection letters are now sent via system eliminating human errors
Message templates
• From offer to mobilisation the process is automated and each task is defined for easy tracking.On boarding Process tracked
• Taleo helps in putting one JD across all platforms, all traffic is directed towards QPM’s website.Branding
Critical Success Factors
Extensive use of Taleo- with a week more than 100 jobs were posted and 600 plus candidates had applied
Complete and Integrated Recruitment system possessing an amalgamation of best in class processes and world class technology.
Ease of access through various modes of accessibility.(Eg. Tablet, Smartphone, etc.)
Real time reports and dash boards Reduced the business cost and increase the productivity and turnaround. Role based User Access, having Security to have Consolidated Data Access
or specific Operation Access. Real Time Business intelligence reporting with dashboards, analytics and
fixed format reports to supports analysis and decisions making.
Milestones
Second Oracle Taleo implementation in Qatar
Questions?
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