Applicant Tracking Project

The Rollout Restarts

Raleigh, North Carolina

April 22, 20161

Agenda

• Project history

• Progress since last HRMS Steering Mtg.

• Schedule updates

• Charters

• Social Media

• Our experience to date

• The challenge going forward

• Risks and next steps

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Project History – key dates• Proposals received – October 2014

• Contract With TeacherMatch - engaged – April 2015

• Rollout – Go-live scheduled to begin Late September 2015

• Rollout – Go-live rescheduled to begin mid-November 2015

- Schedule modified to reflect a two pronged delivery approach in mid-November -- --

- Apprised HRMS Steering leadership of ongoing challenges in mid-December

- Contingency plan options identified – year long rollout option selected

• Rollout – Go-live began in mid-January 2016

– Jackson and Ashe went live

– Catawba, Watauga, and Newton Conover followed soon thereafter

• TeacherMatch, with prompting from DPI, recast project schedule in late

January

• HRMS Steering sanctions project delay to fix quality issues prior to state

wide roll out

• Rollout resumed week of 4/11 as last of gating defects were corrected

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Progress since Q1 HRMS Steering

• The HRMS Steering Committee, in the Q1 meeting, approved

delaying state wide rollout until key TeacherMatch issues were

resolved.

• Issues that needed to be corrected were provided to

TeacherMatch that would serve as a “gate” for state wide rollout

• TeacherMatch brought on additional Quality Assurance resources

to help identify issues – operational as of mid-April

• April 3 meeting w/TeacherMatch in Wilmington, NC

• The “gating” issues were resolved by TeacherMatch

• Rollout restarted the week of April 11

• A revised schedule for statewide rollout and for further TM system

enhancements has been developed

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Schedule Update

2016 A M J J A S O N D

Plan Recast 4/21

Internal Hires 5/10

NC Job Board 7/12

On Boarding 7/12

Prospecting 5/31 & 8/1

Small LEAs and

Charters

Balance of LEAs and Charters

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Restart Applicant

tracking Advisory Board

Roll out progress to date

• 47 LEAs are configured in platform (production)

• Seven LEAs are currently live with three more

expected to be live by the end of April

• We are planning on having approx. 45 more LEAs live

by the end of August

• And approximately 40 more LEAs live by the end of

the year

• …for a total of approximately 95 LEAs live by the end

of 2016

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Near term roll out activities

Near term rollouts include:

- Roanoke Rapids, Bertie and Sampson scheduled for go

live within the next week or so

- Caldwell is slated for May 9

- Currituck and Rutherford slated for May 16

- Discussions currently underway with Gates, Randolph,

and Brunswick

- Awaiting responses to phone and email messages from

multiple others

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Mid-November Schedule

Adjustment – sequential build

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Original rollout schedule

– now training

environment build

schedule

Historical Perspective

Late January Schedule Recast –

delayed rollout – (further delayed until week of 4/11)

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Charters

• Charters are in scope

• Met with Brian Smith to discuss moving forward with

charters…George provided TM demo in mid-April

• Charter pilots beginning to be identified as of mid-April

• Next steps still being evaluated

– Rolling out to Charters schedule depends on how many

LEAs are willing to go live through September 1, 2016

• Need to develop a communications update for Charters

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Training and Support – no change

Training - is ongoing – materials updated

– Webinars conducted as introductions for LEAs

– Live on-site walkthroughs throughout the State

– Weekly training on four subjects (Sirena)

– One on one during go live as necessary for a

successful go-live experience (TeacherMatch)

Support – in production but being matured

– Applicant support provided by TeacherMatch

– LEA support provided by Sirena and Audrey

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Social Media

TeacherMatch to provide social media

integration in early May

• Initial meetings to understand how social media works

have been held with expert input from UNCGA

• April Herman from Catawba and Brian Propst have

shared their experiences leveraging social media

• An understanding of adoption of social media across

the LEAs has been initiated by Brain

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More emphasis on Social Media?

• Actual Social Media presence = 27%

• Want a Social Media presence = 100%

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Potential Social Media Activities

Continue to bring SM stakeholders together (DPI, LEAs,

UNCGA

Provide guidance and support relating to SM topics to the

LEAs such as:

– Introducing Social Media as a recruiting tool

– Information on how to set-up Twitter and Facebook

accounts

– Help with SM knowledge gap resolution

– Help with configuring TeacherMatch. (part of current

project)

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Potential Social Media Guidance

Activities

Advise on tools and approaches:

• Active job seekers being on LinkedIn –

adding logo to your promotional materials

• Passive job seekers being on on

Facebook

• Encouraging Likes and Retweets

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Potential Social Media next

steps:

• Gain a better understanding of Marketing Trends

related to the marketing of School Job vacancies?

• Develop and provide Social Media approaches and

best practices that could benefit all LEAs and provide a

way for interested LEAs to leverage TM Social Media

functionality?

• Identify Stakeholders interested in maturing this topic

and providing guidance including, Brian, April, Joel,

and UNCGA’s Al Meyers. Others?

• If we move on this, we will also need to involve DPI

communications.

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Current LEA experience Applicants

• Issues still being experienced with

– Inaccurate application configurations – ex Licensure issue

– Potential completion rate concerns in non licensed positions

…under investigation

• Personal applicant technology challenges

• Name of system issue “TeacherMatch” persists

District and Site Admins

• Site Admins experiencing issues with candidate profiles loading

(taking too long or not loading at all)

The overall impression fro live LEAs generally positive but mixed.

Catawba issue vs Jackson, Ashe, Watauga, Newton Conover,

Mooresville Graded

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The Challenge Going Forward

Job #1…making the TeacherMatch solution work

AND…completing required functionality by 8/1

AND…completing the roll out by years’ end

Other Challenges:

• Reducing interface refresh times

• Building out important functions

– Internal hires - Preferences profile, prospecting

– On boarding - NC Job Board

• Hitting rollout targets

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Overall Project Risks (little change)

1. System functioning to meet State needs in a timely

manner. Critical issues from January resolved.

2. General maturity of the TeacherMatch solution. They

are a four year old company with out a statewide

install.

3. Lack of seasoned TeacherMatch solutions resources.

Some improvement since January.

4. Seeming inability for TeacherMatch to recognize

schedule constraints in a timely manner.

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Next Steps – planning for success

• Continue to extensively test new and existing

functionality

• Work with LEAs currently live – Roundtable meetings

are underway.

• Reengage the Applicant Tracking Advisory Board

• Rollout to the rest of the State

• Rollout to the Charters

• Engage Guilford, Wake, and CMS in the Early Winter

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Messaging to the LEAs

• Message sent via HRMS and PANC list

serves announcing rollout restart.

• Monthly messages on project status will take

place going forward.

• Continue to move forward with Charters.

• Potential messaging via a Social Media

subgroup is a possibility.

• External project communications

(DPI/Vanessa Jeter and others) still on hold.

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Path forward summary

• Rollout restarted in mid-April

• Go lives slowed down as we wait for the solution to

mature

• Still assessing our solution with an eye towards

making sure we quickly identify and remediate

emerging issues or concerns. This is expected to be

ongoing.

• Doing what we can (within scope or slightly expanded

scope) to assist with the marketing vacancies.

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Thank You – Questions?

Joel Leeper

HRMS and Applicant Tracking Project Manager

919-807-3317

Joel.Leeper@dpi.nc.gov

George Phelps

HRMS and Applicant Tracking Business Analyst

919-807-3236

George.Phelps@dpi.nc.gov

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