the new hr information system: inside the world of e ...final).pdf · the new hr information...

UAS Conference 2010

The new HR Information System: Inside the world of e-Recruitment

Alison Cross, Anne Harkness, Heather

Skevington and Elena McPhilbin

Personnel Services, Business Services and Projects,

Nuffield Dept of Medicine

14 September 2010

Agenda

1. Brief recap and programme plan

2. Tranche 1• e-Recruitment pilot 1

• NDM’s experiences

3. Tranche 2• e-Recruitment pilot 2

• Personnel project

• Impact on OPENdoor usage

4. Questions

14 September 2010

Recap: overall aim, Blueprint and benefits

• Remove risk of OPENdoor failure

• Process efficiencies and streamline processes

• Reduce slow paper-based activity

• Standardise processes where possible

• Strengthen financial control and compliance

• Improve data capture and quality of information

• Mandatory use of key parts of system

14 September 2010

HRIS Programme: Nov 2009 - May 2012

14 September 2010

Tranche 1

Nov 09

Jul 10

e-Recruitment pilot 1: 27 July 2010

• Pilot and demonstrate:

• Core Recruitment software

• Viability of online application process

• Capture of equality and diversity information

• Nuffield Department of Medicine (NDM)

• Oxford Centre for Diabetes, Endocrinology, and

Metabolism (OCDEM)

• Experimental Medicine Division

14 September 2010

Pilot 1 process areas

14 September 2010

Step 1: prepare for recruitment

Step 4: plan recruitment

Step 6: manage applications & shortlisting

Step 7: manage interviews

Step 9: manage new starter/confirm offer

Online e-Recruitment web interface

14 September 2010

https://plterecruit.uas.ox.ac.uk/pls/hrispltrecruit/erq_search_package.search_form?p_company=10&p_internal_external=E

Applicant help, demonstration & FAQs

14 September 2010

https://weblearn.ox.ac.uk/access/content/user/41286/HRIS erecruitment overview/Application Form plt2.htm

NDM experience: Setting the scene & feedback

• What we did

• Initial feedback from administrators

• Initial feedback from line managers

• Applicant experience (based on survey results)

• Pilot 1 still active: lessons for pilot 2

14 September 2010

HRIS Programme: Nov 2009 - May 2012

14 September 2010

Tranche 2

Jul 10

Mar 11

e-Recruitment pilot 2: building on facilities

available in pilot 1, phased releases to

reduce risk

14 September 2010

September

• Technical upgrade,

with Core e-

Recruitment

enhancements,

running on new

infrastructure

October - November• Expand process: requisitions, post

creation and self-service for

interview panel

• Extend to additional departments

• New jobs web page and migration

of job listings to Core system

e-Recruitment pilot 2

• Incorporating lessons learned from pilot 1

• Review appearance and function of the

University jobs web page

• Redesign to improve information and search

facilities available to applicants

14 September 2010

14 September 2010

Pilot 2 - University job pages: Current

14 September 2010

Pilot 2 - University job pages: Prototype

Pilot 2 process areas

14 September 2010

Step 1: prepare for recruitment

Step 2: approve recruitment

Step 4: plan recruitment

Step 6: manage applications & shortlisting

Step 7: manage interviews

Step 8: manage offers

Step 9: manage new starter/confirm offer

Further rollout e-Recruitment

• Departments involved in Pilot 2:

• NDM, UAS, Physics

• Talking to one further department – tbc

• Pause e-Recruitment roll-out to allow for:

• Focus on go-live of the Personnel module

• Review e-Recruitment Pilot 2

• Develop programme plans for tranches 3-5

• Roll-out across all departments during 2011

14 September 2010

Personnel project

• Collection of business requirements• Information captured during HRIS Review

• Guidance from the process groups

• One-to-one consultations

• Understanding of Core and best practice

• Workshops to agree how Core system is to be

used and supporting processes• New starters

• Changes and transfers to other departments

• Leavers (from the University)

• Posts, roles and security

14 September 2010

Personnel project

• Use of some parts of system will be mandatory

• Outputs from the workshops:• Requirements reconfirmed

• Solution design and configuration agreed

• Processes designed

• Agree management of gaps between requirements and systems

capability

• Objective is to agree workarounds rather than

customise Core to address gaps

14 September 2010

Personnel project

• Build• Migration routines to transfer staff record information from the

old to the new system

• Interfaces to/from neighbouring systems

• HESA

• Reporting

• Training materials

• Audit of system design

• Business Support Team to be established

14 September 2010

Personnel project

• How will departments be affected?

• When?

• How will departments and divisions be supported?

• Departmental preparation

14 September 2010

Use of OPENdoor

• As new functionality is made available,

OPENdoor functionality will be phased out

• In the meantime: OPENdoor continues to be

available as now

• Questions to existing users to establish the

active OPENdoor user base

14 September 2010

Keeping informed

14 September 2010

http://www.admin.ox.ac.uk/hrisprogramme

Next online bulletin in October

Training survey

• Requested by the HRIS Training Process Group

• To gain understanding of staff experiences of finding and

booking training

• Results will assist in implementing the

new Core training module to be adopted

by the University’s training providers

• Deadline: 30 September 2010

14 September 2010

QUESTIONS

14 September 2010

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