using the apprenticeship recruitment process to create
TRANSCRIPT
Using the Apprenticeship Recruitment Process to create reusable data
Presented by Jerry Lipman Managing Director Focus on Business Ltd
Agenda
• A little about Focus on Business • A short history of problems in sharing data • How this causes problems • The way forward…How to do more with Less • Examples • The Apprenticeship & Recruitment Process as
an example of creating reusable Learner data • Conclusions
FOB Profile
• Focus on Business is a Specialist Dynamics CRM and System Developer.
• We are a Microsoft Dynamics CRM and ISV Partner • We specialise in providing software solutions to the
Further Education sector. • We have been established since 1990 and have
implemented over 400 CRM systems in the UK • Focus on Business is recognised by Microsoft as a CRM
leader in the FE Sector
Sector Experience
All Businesses need to Share Data
• So What methods of sharing data have been used? Card Index Box Pros – All data in one place
No versioning Shared Resource
Cons – Limited to all working in one office Good handwriting a must! Worked OK though and appropriate for the time
Then Word based forms made it easier to capture and share more data…
…..NOT
This larger quantity of data meant we had to file these forms for sharing with our Work
Colleagues and Ofsted of course
• In many different files • And in many different places
Apprentice Employer Lead From Framework Level Date of Application
16-18 App 19+ App 25+ App Address 1 Address 2 Address 3 Town/City County Pcode Phone email Dopartmont czm.ukntyct Nymz
Samantha Vick Delphun unn Bill Bensen Team Leading 2 06/08/2014 1 London London Profossional StudiosJamis Dann Kuer Servucem.uks Bill Bensen Vehicle Maintenance 2 08/08/2014 1 London London onginooringDanny Wildin Up MiCS Bill Bensen Amenity Hert 2 12/08/2014 1 1 Causeway Estate Hetchim London London EC7 7NG 01449 744047 Horticulturoithan Cisare Greenfungers lindscipe & Desugn Bill Bensen Landscaping 2 01/08/2014 1 London London CB8 8TW 06736 449444 HorticulturoShani Stannard ildeburgh Gelf Club Bill Bensen Greenkeeping 2 01/08/2014 1 London London EC15 5PE 01724 424490 Horticulturoithan Mcphali The Bull Hetel Bill Bensen Prefessienal cem.ukekery 2 20/08/2014 1 London London HospitalityGraci Kneck Hidleugh Prumiry Scheel Bill Bensen Activity Leadership 2 04/09/2014 1 Statien Read Hidleegh London London EC7 3HQ 01473 422161 Sport Jyckiz KitchznzrJerdan Rebinsen Hidleugh Prumiry Scheel Bill Bensen Scheels Spert Apprenticeship 3 04/09/2014 1 Statien Read Hidleegh London London EC7 3HQ 01473 422161 Sport Jyckiz Kitchznzramy McCermack Green uslind Girdens Bill Bensen Landscaping 3 03/09/2014 1 Park Read irdleegh London London s7 7SP 01026 230444 Horticulturo Fizny zdmzndDeminic Simmens Green uslind Girdens Bill Bensen Landscaping 3 03/09/2014 1 Park Read irdleegh London London s7 7SP 01026 230444 Horticulturo Fizny zdmzndCarly Rawi Girden Cifé Bill Bensen Leadership 3 27/08/2014 1 London London HospitalityJeshaa Jinnir Girden Cifé Bill Bensen Leadership 3 27/08/2014 1 London London HospitalityJack Kimp NC Cimmicks ind Sens Bill Bensen Heavy Vehicle 3 20/08/2014 1 London London onginooringJeil McGewan Clicten Leusure cem.ukntre Bill Bensen Fitness Instructing 2 25/09/014 1 London London SportNathan Kirkbright Miurucem.uk Creuch Grewers Ltd Sally Perks Crep Preductien 2 26/08/2014 1 Merrymac Farm Mzdds Dzve London London PE14 9JU AgriculturoMark Last Dennungten Hill Firm Sally Perks Crep Preductien 2 03/09/2014 1 Denningten Hall Dennengtzn London London EC13 8AU 01724 634712 Agriculturo Rzbzrt RzwHarry Helmis ildhursy Firm Heuse Sally Perks Crep Preductien 2 03/09/2014 1 Aldhurst Farm Heuse St Miry ibbey London London EC16 4TB 06729 146130 Agriculturo Hyrry HzlmzsJesh Bick Kuer Servucem.uks Bill Bensen Vehicle Maintenance 2 08/09/2014 1 The Street Nzrfzlk London London M14 8SZ 06444 344049 onginooring Tryczy LucysTara Rewi Sindile Luvery Yird Bill Bensen Herse Care Management 3 09/09/2014 1 Sandale Banyards Green Lixfeeld London London EC13 8EU 01946 794376 oquino Tymmy RufflzsGiergi Threwir The Feur Herseshees Bill Bensen Kitchen Services 2 10/09/2014 1 Wickham Read Eye London London EC23 8HD Hospitality Tzm PyrkhurstCharlii Lagden The Bell it Six Bill Bensen Prefessienal cem.ukekery 2 11/09/2014 1 High Street Sixmzndhim London London EC17 1AF 01724 602331 Hospitality Jznythyn NichzlsznMichail Whitting eff Reid Revers Bill Bensen Light Vehicle Maintenance 2 15/09/2014 1 Unit 2 Meeres Yard Begsby C London London EC17 1HB 01724 604614 onginooring Pyul Dzyringivangilini Ceatis Greve Heuse Hetel Bill Bensen Heusekeeping 2 18/09/2014 1 39 Greve Read Wzzdbredge London London EC12 4LG 01394 342202 Hospitality Pyul ByrrzttLaki Cracknill Reguenil Tyres Bill Bensen Light Vehicle Maintenance 2 18/09/2014 1 4 Farthing Read epswech London London EC1 5AP 01473 740640 onginooring Dyvid RyyfizldScett Bartlitt Fynn Villey Gelf Club Bill Bensen Sperts turf 2 24/09/2014 1 Witnesham epswech London London EC6 9JA 01473 744267 Sport Jznny HzlmzsGimma Diviraax Sinctuiry Persennel Bill Bensen Business Admin 2 23/09/2014 1 Neptune Marina 27 Neptzne Qziy London London EC4 1QJ 01473 243403 Profossional Studio Kzlliz ThzrndykzWilliam Disniy Sinctuiry Persennel Bill Bensen Business Admin 2 23/09/2014 1 Neptune Marina 27 Neptzne Qziy London London EC4 1QJ 01473 243403 Profossional Studio Kzlliz ThzrndykzWilliam Ling Fluxten Mushreems Sally Perks Preductien Hert 2 01/09/2014 1 Flixten Bzngiy London London M35 1M 01946 742271 Horticulturo Dyvid MynnBraci Timpliman NB Burd & Sen Sally Perks Crep Preductien 2 24/09/2014 1 Elmsett Hall Farm zfftzn Rzid London London EC7 6PH 01473 644234 Agriculturo Dyvid Birdilliet andirweed JW Brewn ind Sens Sally Perks Mixed 2 23/09/2014 1 Peplar Farm Bzry StEdmznds London London EC28 8EA 01343 674234 Agriculturo Pztzr Brzwnisthir Hiarn uBC Sally Perks Hert 2 29/09/2014 1 Christchurch Park epswech London London EC4 2EE 01473 242434 Horticulturo Kytiz czm.ukupzBlaki Smith Hirksteid Hill Sally Perks Gamekeeping 2 23/09/2014 1 Harlstead epswech London London EC9 1DB 01473 694730 Gamo Kooping Sylly Mzrtznashliy Pinnir Urbin Ferestry Bill Bensen Landscaping 2 06/10/2014 1 The eld Sawmill imptzn Line London London EC31 1NS 01244 729091 Horticulturo Jill CynhymJasen Britten KR Brutten & Sen Sue Regers Agriculture 3 07/10/2014 1 Meadew View Wessznsett Rzid London London M20 4JW 06744 134434 AgriculturoHarry Gibsen Sumens Lindscipung Sue Regers Landscaping 2 07/10/2014 1 The eld Queens Head Lzw Thirstzn London London M15 2AF 01404 467674 Horticulturo Simzn CruickshynkJamii Wilsen Hill Firm Sue Regers Game & Wildlife Management 2 18/08/2014 1 Upper Hall Farm Wells Rzid London London M21 0PQ 06414 447349 [email protected] Gamo Kooping Mylczm.uklm GrzznDaniil Thempsen 17 Birley Wiy Sue Regers Preductien Hert 2 06/10/2014 1 Tewnheuse Lane Wittesfeeld London London EC22 1NE 01349 241674 Horticulturo Dyvid HyrwzzdThemas Crani Prespect Gime Firm Sue Regers Game Keeping 2 12/09/2014 1 Prespect Heuse zrmesby St Mechiel London London M29 3LN 06460 147366 Gamo Kooping Dyvid CrynzCalam Shertland Chelmendeley estite Heughten Sue Regers Game Keeping 2 08/09/2014 1 Heughten Hall Kengs Lynn London London PE31 6UE 01444 424491 Gamo Kooping Rzbzrt HyllCenner Stiadman Teisels Girden servucem.uks Sue Regers Herticulture 2 02/10/2014 1 cem.ukmmen Farm Hegh Street London London M34 8NG 06474 462126 Horticulturo Jznythyn Mitchzllaaren Castanci Siltcirr Firms Ltd Janet Kirby Livesteck 2 21/08/2014 1 Bure Valley Lakes zzltzn London London M11 6NW 01263 446703 Agriculturo zlivzr Hyrrzldaaren Tayler Gressunghim Feeds Janet Kirby LBE 2 08/09/2014 1 Hinderclay Read Redgrive London London EC22 1SA Landbasod onginoo Pyul Hyzzlwzzdalix Mitcalf Sycimere Firm Janet Kirby Livesteck 2 05/09/2014 1 Aldburgh Hempnill Green London London M15 2NP 06949 343144 Agriculturo Gryhym Wrightashliy King PMC Hirvesters Janet Kirby LBE 2 12/09/2014 1 Helt Read Fikenhim Manchester Gt Manchester M21 8JH 01324 441111 [email protected] Landbasod onginoo Juliyn SmithBickii Claxten KR Brutten & Sen Janet Kirby Livesteck 2 21/08/2014 1 Meadewview Wessznsett Rzid Manchester Gt Manchester M20 4JW 06744 134434 Agriculturo Dyvid Brittznashliy Maskill Lynhurst Pugs Janet Kirby Livesteck 2 21/08/2014 1 Tanns Lane Nzrth Lzphim Manchester Gt Manchester EC22 2LZ 01379 644023 Agriculturo Dzrzk zyglzBarniy Garred Peter Wulluims Ltd Janet Kirby LBE 2 09/09/2014 1 Valleyside Ind Est Wymzndhim Manchester Gt Manchester M18 0NN 01943 602376 [email protected] Landbasod onginoo Trzssy GlyvzsBithan Stannard Kellung estite LLP Janet Kirby Hersecare 2 29/09/2014 1 Kelling Estate Kelleng Manchester Gt Manchester M25 7EW 01263 712201 [email protected] oquino Victzriy hymzyBilly Niwsen Wulluim Merfeet Janet Kirby LBE 2 28/07/2014 1 Manchester Gt Manchester EC25 7SD 01362 420371 Landbasod onginoo MyndyJamis Hanceck Jimes Hincem.ukck Janet Kirby LBE 2 11/09/2014 1 Hall Farm Mitliske Manchester Gt Manchester M11 7AQ 01263 477639 [email protected] Landbasod onginoo Pyul Hynczm.ukckKillii Brewn Meduvet Therpe Janet Kirby Vet nursing 3 03/09/2014 1 40 St Williams Way Thzrpe St indrew Manchester Gt Manchester M7 0AP 01603 434494 Vot Nursing Clyirz Wytszniaan Millir Greens Firmung Janet Kirby LBE 2 19/09/2014 1 Mettlesham Farm Centre Hisse rzid Manchester Gt Manchester CB7 5UW 01343 720144 [email protected] Landbasod onginoo Simzn QuinczJissica Knapp Wiylind Firms Janet Kirby Livesteck 2 09/09/2014 1 Little Melten Nzrwech Manchester Gt Manchester M9 3NP 069320 20639 [email protected] Agriculturo czm.uklin StznzKartis Wilsen Wiylind Firms Janet Kirby Livesteck 2 09/09/2014 1 Little Melten Nzrwech Manchester Gt Manchester M9 3NP 069320 20639 [email protected] Agriculturo czm.uklin StznzJack Weed Upsens Mewers Janet Kirby LBE 2 15/09/2014 1 Wheelers Farm Pliens Rzid Manchester Gt Manchester CM9 8DT 01621 492906 Landbasod onginoo Duncyn NinnisJesh Batis Hedgsens Ferge Janet Kirby LBE 2 23/09/2014 1 2 Wesley Read Terrengtzn St Clement Manchester Gt Manchester PE34 4NG 01443 424637 Landbasod onginoo Iyn HzdgsznLaara Smithsen Meduvet Citten Janet Kirby Vet nursing 3 25/09/2014 1 294 cem.uknstitutien Hill Cittzn Manchester Gt Manchester M6 7RF 01603 426310 [email protected] Vot Nursing Sym LzzksLaarin Cartis eldfueld Luvery Janet Kirby Hersecare 2 09/09/2014 1 Weed Street Citfeeld Manchester Gt Manchester M29 5DF 06764 636721 [email protected] oquino Vicky zdwyrdsLiwis Ball Birtrim Mewers Janet Kirby LBE 2 02/08/2014 1 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StznzThemas Teemiy Gressunghim Feeds Janet Kirby LBE 2 01/09/2014 1 Leemsweed Farm Debich Manchester Gt Manchester EC13 6JW 01473 734249 [email protected] Landbasod onginoo Cythy ChittzckTem Firris PMC Hirvesters Janet Kirby LBE 2 09/09/2014 1 Helt Read Fikenhim Manchester Gt Manchester M21 8JH 01324 441111 [email protected] Landbasod onginoo Juliyn SmithZac Hindirsen GSK Pugs Janet Kirby Livesteck 2 1 Heme Farm Sennzwe Pirk Manchester Gt Manchester M20 5PB 06796 334447 Agriculturo Guy KingShani Becking Dreve erchird Sue Regers Preductien Hert 2 01/08/2014 1 Thernham Read Thzrnhim Sheffield S. Yorks PE31 7NB 06424 441447 [email protected] Horticulturo Suz HyllLiwis Cransten Nerwuch cem.ukYMS Sue Regers Greunds 2 29/08/2014 1 3 Brigg Street Nzrwech Sheffield S. Yorks M2 1QN 01603 731276 Horticulturo Chris FrzzJerdan Rivitt Reyil Cremer Gelf Club Sue Regers Hert 2 15/09/2014 1 145 everstrand Read Crzmer Sheffield S. Yorks M27 0JH 06747 446446 [email protected] Myrk Hzvzryn
Then technology came along and with it Nirvana…………Spreadsheets!
• Used by everyone • No need to file in folders and cabinets • Shared by many….
– But not all
• And not always
• However this worked so well many people decided to create their own version…
• And at that point you are back to
Current Situation
• Most organisations use a database of some sort • Popular ones include
– MIS – Home grown – CRM – WBL
• In most cases these have ended up as data repositories with no pro-active workflows or cross department sharing of information
• And almost certainly little or no regard for SLA’s or KPI’s • Modern Business dictates that you need updated systems that can
• improve efficiency • Cut costs • Work Pro-actively • Be available 24/7/365 • Provide Reports that can help you work smarter!
The Sector Challenge • We have no money!
We have heard that every day since 2008, some years worse than others … but the bottom line is that if you do not invest both money and effort in systems that permit sharing of key information that can increase your bottom line… that won’t change for the better. FE Colleges and Training Providers that do not invest in technology that will help them reach out to customers, improve their processes, make themselves more efficient and allow them to react faster and more proactively………. will not survive!
Show me the Money! • It is a fact that Organisations in the sector have to become
more commercial. • This doesn’t mean that you lose sight of your original
ethos….it is just how the world is now and the two can work hand in glove to improve your delivery.
• You have to provide training where funding is growing. • Apprenticeships are a key case in point. This is a growth area. • We will now show you how you can invest in systems that can
– Pay for themselves within 3 to 12 months. – Provide an ongoing, repeatable, return on Investment. – Evolve and Allow you to compete with Professional Recruitment
Agencies – Offer a dedicated branded solution that all your users and your
customers will like
Background
• Focus on Business has been providing CRM solutions to the sector since 2007.
• The first systems were paid for by the LSC and provided to 3 colleges FOC
• These were designed to address TQS and Train to Gain • They worked very well until the funding cuts! • In 2009 we started work on designing a system that cut
through the onerous admin for Training Providers of the Apprenticeship Process.
• In 2011 we launched our FERMs Apprenticeship & Recruitment system
• In 2012 we launched our JustApply Apprenticeship Recruitment Portal
The Apprenticeships & Recruitment Process
• Capturing Vacancies • Integrating into CRM • Posting vacancies to
• NAS • Your own website • UJM • Twitter • Facebook • NGtU
• JustApply Portal
Our Business Case for JustApply
1. The Apprenticeship Vacancy System (NAS) was “painful” for users to work with
2. Training Providers needed a system that cut down on the effort required to Upload Vacancies
3. They needed a webform to replace the paper NAS Vacancy Submission Form – so employers could post Vacancies directly onto the system
4. They needed their own Professional Recruitment portal that they could place in or alongside their website
5. They needed a system that allowed Candidates to apply directly, creating and updating their own profile and CV
• They needed to capture that data and reuse it!
Organisation Record
Identify key organisation details and the relationship they have with your college and each other
Organisation Record
Organisation Checklist, H&S
Track and schedule and create alerts for H&S, ONA, Insurances
Vacancy Submission WebForm
Provided to Employer instead of paper form - Captures data directly into CRM
Vacancy Details in CRM
Vacancies Listing in CRM
All vacancies stored and visible in CRM
Posting Vacancies
Post Vacancies to Multiple Job Boards with one click
JustApply Portal
Own Branded and within the Customer’s website
Vacancy Description
Candidate’s view of Vacancy on the JustApply Portal
After Applying
PDF CV is emailed with application
This can be own branded and saved or sent to the Employer directly via a workflow
JustApply Dashboard
Candidate Dashboard
What you have Just seen and the ROI
1. Vacancy captured by webform and posted directly into CRM. 2. Vacancy Posted to multiple Job Sites. 3. Applicant going to any job site clicking the URL and being sent
to JustApply Portal to register. 4. Able to register for multiple Vacancies and edit CV 5. PDF of CV sent to Training Provider and/or Employer 6. All applicants listed in CRM to be interviewed, filtered against
qualifications, location etc 7. Inbuilt Job Ready Process to assist in Pathway/Destination 8. Successful Applicants are notified by email 9. Unsuccessful Applicants receive an email too 10. Unsuccessful Candidates can be informed of new vacancies that
match their qualifications or offered a Traineeship or further training
What you have Just seen and the ROI
• All this has been achieved with little or no keying in of data by your team
• Your customers know their data better than you. Let them do it at every opportunity
• You can handle 4-5 times as many Vacancies and Applications using a system like JustApply
• Your return on investment is • 12 months on 100 vacancies with 10 applicants each • 10 months on 100 vacancies with 20 applicants each • 6 months on 300 vacancies with 20 applicants each • 5 months on 500 vacancies with 10 applicants each
• These figures make no allowance for increased business but by freeing up manpower and providing a more professional service this should be possible.
ROI Modeller
This ROI modeller can be provided to interested parties. You can model your own ROI and Business case
Conclusion
• The example shown explained a process that was designed to address one issue – Apprenticeships
• This same model can be used in all departments. • Use data that can be reused by other teams. • Present them with data that is relevant to their role. • Ensure that engagement with learners doesn’t stop after they enrol.
Communicate with them by email, text, social networking. Keep them warm and nurture an ongoing relationship
• Think of your relationship as one that will carry on • Todays Student may be tomorrow’s Employer or Manager • Use surveys and capture that in your CRM system to keep the customers warm
and nurture ongoing relationships • Make a case for your organisation to invest in systems that help you and your
colleagues to work better • It’s the 21st century – you won’t find many people that are not comfortable
with mobile technology, Social Networking etc. Use Processes where your customers can enter their own data
• Saves considerable costs • Improves Accuracy
• Sets you apart from your competitors
Employer Enquiry 1
Employer Enquiry 2 Connections are a powerful way of tracking entities that are related
Preferences and when and how to
contact a potential
customer can be captured
Organisations can have multiple
addresses.
Employer Enquiry 3
Show Information Requested and whether
it has been or still needs to be sent.
Employer Enquiry 4
Employer Enquiry 5
Time and date stamped notes can
be entered.
Employer Enquiry 6
Employer Enquiry 7
Defined data fields plus free text areas
permitting the capture of other
useful information.
Enquiry Qualification
Assigning Enquiries
Enquiries can be assigned by an
authorised user.
Organisation 1
Identify key organisation details and the relationship they have with your
college and each other
Organisation
Organisation Checklist, H&S
Track areas where compliance is
important and create compliance
relevant workflows
Campaigns
Campaigns can be created by or for
different departments
Campaign Detail
Capture detail, costs, income aspirations
and results
Enquiry (1) Student/Learner
Different Enquiry Types will hide and
show different fields/sections on the form.
Enquiry (2) Student/Learner
Show Information Requested and whether
it has been or still needs to be sent.
Enquiry (3) Student/Learner
Detail how the enquirer wishes to
be contacted
Run workflows to ensure Quality Standards are
maintained
View Enquiries
ClickDimensions – Maximise Marketing
Integration (Synchronisation) of MIS & CRM
(CRM) Enquiry
Information Provided
(MIS) Application
Sync data set sent to CRM
Matches to Contact in
CRM
Profile offers training
opportunities
Marketing to learners at
key points for further learning
Rules Based Control of Integration
Base Rules of MIS and CRM Integration
MIS is the Primary Database
Synchronisation set comes from MIS to CRM
Any changes made in CRM of a record that is owned by MIS is alerted to the MIS DBA
If change is agreed/validated it will be put into MIS and then will sync back to CRM
If not accepted CRM will sync back to the pre-changed record when next sync set is sent
If not accepted CRM will sync back to the pre-changed record
Capture Training Needs Analysis
Cover Training Needs Analysis
Satisfaction Surveys
Survey results can be captured
Case (complaint) Tracking
Log queries, complaints and problems, dynamically
create and search a Knowledge Base. Follow up using workflow automation
built according to SLA’s
Log and Create Auditable Actions/Tasks
Tracking Customer Interactions
A CRM tracked email in Outlook
View Open Activities and due dates
The area of the ribbon
used .
An email being
converted to a case
View Open and Closed Activities
View Open Activities and due
dates
Close and view all interactions
Standard Reports
Identify key reports utilising Excel and SQL
Reporting Services
Dashboards!
See Dashboards showing key information.
Drill down for view of
underlying data.
Reports
Identify key reports utilising Excel and SQL
Reporting Services
Other areas in FERMs – Call Logging
Integrated Course Applications