Copyright © 2003 Americas’ SAP Users’ Group

Duval County Public Schools goes paperless for Recruitment!Vicki Reynolds – Assistant Superintendent Lynn White – Senior Business Analyst

Monday May 19th 2003

Implementing e-Recruitment

Business Case

Technical Overview

Lessons Learned

Product Demo

Where we were….• Paper driven

− Paper forms submitted via mail− Manual input of minimal data in SAP− Paper file on applicant− High call volume regarding status of application− Principals have to come to the office to see

applications− Applicants complained of burdensome paper process

• Workflow− Labor intensive processes− Limited data captured in SAP− Limited reporting/searches

Business Requirements (web)

Implement a paperless recruitment solution Capture applications over the web (streamline

transactions, web enable forms, improve service)

Track how applicant is found to analyze effectiveness of advertising sources

Capture different information based on applicant type (teachers, civil service, admin, students)

Store applicant attachments (e.g. resumes) directly in SAP (paperless)

Provide online applicant feedback: transcripts received, certification check, application date

Post jobs and job description from SAP (single database)

Business Requirements (Query)

Provide principals/staffing with real-time data Query tool to search for applicants real-time

Minimal training – web based GUI

Add comments in SAP and show in query

Flag high potential applicants (bookmark)

Attach paper docs (e.g. MS word, scanned transcripts) to applicant in SAP and make available in Query tool

Provide Admin functionality: e.g query on transcripts received

Additional Software Requirements

SAP Integration: no additional databases and security profiles to maintain (secure investment in SAP)

Robust software: handle many concurrent users without system deterioration

Centralized upgrade and maintenance

Dedicated support and SAP approved vendor

Easy to customize - to include additional SAP fields/info

Technical Overview

Technology/Infrastructure Duval County Public School software standard: Microsoft

OpenHR offered different architectures for the recruitment web site (real time, asynchronous). We choose a combination of real time and asynchronous:

Query tool: is hosted on an internal web server and connects to the SAP server via the DCOM to fetch real time applicant data

Web site: Asynchronous solution with SAP3.1i as single DB: Each application is stored as an xml file and uploaded nightly

via FTP into SAP Possible entries for the drop downs are not hard coded in the

web forms but are refreshed nightly from SAP Jobs and job descriptions are refreshed nightly from SAP Applicant status is refreshed on the web from SAP The web server is placed in a DMZ and secured by a Firewall

and additional software

Project timelines

Core HR1999

SAP Upgrade 4.7Go-live July 1,2004

OpenHR 4 months (2003)

Project phases

Prototype

Functional Design

Detailed Design/Development

Integration Testing

Training

Support

Development

Installation/configuration Web servers/firewall

Installation OpenHR architecture

SAP: HR recruitment module

Flexible data mapping (e.g no IT105 for email)

Qualification catalog (applicants/jobs)

Job descriptions

Custom Certification infotype

Additional configuration (e.g. extra possible values for fields)

SAP: Security profiles for query tool

SAP: Review/analysis SAP R.4.7 mapping for upgrade

Lessons Learned

Challenges/Lessons Learned

Automating end-user tasks reveals data and configuration anomalies

IT security [firewall issues]

SAP 3.1i coding challenges [apply patches]

New “back end” audit and exception processing steps needed to be designed

Supporting end users as new service area for HR staffing

Flexible SAP mapping of applicant info [e.g. certification information, email address]

Short delivery time and simultaneous SAP upgrade project

What went well

SAP remains single source of data. Optimal use of SAP system (no additional databases, external security profiles to maintain).

Dedicated functional and development resources Solicited user input early in analysis/design Strong management buy-in and support Reliable onsite and remote support via secure dial-in

connection Build Workflow/Change management into first release Ability to customize transactions without modifying core

ERP system Delivering “minimum Training Required” applications Involved business support staff during post-

implementation support Incremental implementation Analysis of impact on SAP 4.7 upgrade and mapping

What we would do differently

Allow additional time for integration of recruitment application with additional secure web server software (SecureIIS, HTTPS) and Firewall

Develop “back end” audit and exception processing procedures earlier

Allow more time for integration testing

Ensure proper technical (DCSB) support from the beginning of the project.

Product demo

Intuitive wizard Status online Maintain online Portals Attachments

Live from SAP Drop downs, jobs, job info

Advanced job search Applicant assigned to job(s) Spontaneous application

Job Posting and Search

Resume Collection and Maintenance

Recruitment Web site

Requirements IT 1001

Expanded Requirements

Job Description IT 1002 Subtype 9005

Post Date and Closing Date

Qualification Catalog

5 AP_APPL.CAT. APPLICANT CATALOG 4 AP_INTEREST APPLICANT AREAS OF INTEREST 4 AP_CERT.AREA APPLICANT CERTIFICATION AREAS 4 AP_EXTRACURR APPLICANT EXTRACURRICULAR AREAS 4 AP_JOB_QUAL APPLICANT JOBS AND QUALIFICATIONS 4 AP_LANGUAGE APPLICANT LANGUAGES SPOKEN 4 AP_INS.LIC. APPLICANT LICENSES-INSTRUCTIONAL 4 AP_LIC_CERT APPLICANT LICENSES/CERTIFICATES 4 AP_OTHER APPLICANT OTHER POSITIONS OF INTEREST 4 AP_REGION APPLICANT REGIONS OF INTEREST

• Query live SAP• Advanced query• Save query• View resume online• Add comments• Flag high potential applicants• Attachments

OpenHR Query builder

Copyright © 2003 Americas’ SAP Users’ Group

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Session Code: [2104]