Re-writing Your Recruitment Strategy

Rachel TaylorCloudera, Head of Talent Acquisition & Development

Joanie GentileCloudera, Recruiting Operations

Mason WongZWD, Recruitment Mgmt & Jobvite Consultant

Introductions

• Rachel Taylor – Head of Talent Acquisition

• Joanie Gentile – Recruiting Operations

• Mason Wong – Jobvite Consultant

The Path to Reconfiguration

• Where We Started

• Plan for Improvement

• Results!

Where We Started

- 250+ Employees

- 100+ Open Requisitions

- 0 internal recruiting resources

- Too many external agencies

- Jobvite wouldn’t be able to support the scale!

What’s wrong with Jobvite?- Jobvite implemented and managed by non-

recruiters - No offers, no social recruiting, complicated workflow, no reporting

- No change management - Free for all on configuration changes, no understanding of potential value, no initiative to reach out to Jobvite for help

- No training, perception that Jobvite was “broken” – Coordinators and Recruiters worked around system rather than with it, no training for Hiring Managers, lack of awareness and bad system configuration, broke system functionality

Plan for Improvement

• Consider other ATS vendors - saw a few demos, talked with other companies, quickly realized there is no ATS “nirvana”

• Stick with Jobvite and fix it? –Jobvite wasn’t implemented correctly and was underutilized, could we fix it?

• Asked for recommendations on independent expert - objective on capabilities and limitations, no bias to sell Jobvite

• MASON WONG!

Project Goals

• Alleviate Jobvite usability and related process concerns

• Train all users to fully utilize Jobvite as system of record

• Streamline Jobvite workflows to improve hiring results

• Create recruitment operations dashboard and reporting

• Migrate to Jobvite’s new UI with new functionality

Primary Issues1. Underutilization of key functionality

2. System configuration impedes recruiting, reporting, metrics

3. Change management previously ad hoc

System of record for active candidates Employee referrals / social recruiting

Interview scheduling invitations and rooms Candidate pre-screening / application forms

Candidate messages and responses Offer approvals and letter generation

Candidate search and sourcing Hiring Mgr-Finance sync/approvals of req details

Reqs workflow Candidate workflow

Source tracking Dispositions

Underutilization of Key FunctionalitySystem of record for active candidates

Description:Each of three coordinators maintain separate Excel spreadsheets for tracking active candidates and their interview details

Recommendation:Revise candidate workflow.Mandate Jobvite as system of record.Mandate all interview scheduling thru Jobvite.Mandate all Candidate messaging thru Jobvite.Train coordinators, recruiters and hiring mgrs.Generate regular reports reflecting data completeness.

Impact:Painfully tedious for coordinators.Jobvite is not the system of record, as designed.Loss of historical data as spreadsheet fields are manually overwritten.

Underutilization of Key FunctionalityOffer approvals and letter generation

Description:Offer requests and approvals currently in emails.Offer letters currently generated and distributed outside Jobvite.

Recommendation:Fully implement offer process in Jobvite.Build custom offer fields, configure offer request form, configure offer approval chain, configure offer letter template(s) in Jobvite.Build onboarding data collection upon offer acceptance.Train all stakeholders in using Jobvite for offers.

Impact:Offer process is cumbersome, results in delays and errors. Especially if non-US/non-standard.Offer activity not reportable from Jobvite.Lack of offer details at offer acceptance status impedes onboarding data collection

System ConfigurationCandidate workflow

Description:Current workflow includes custom Inactive status, lacks offer process, and has default functionality semi-hidden.  Old statuses included dispositions.

Recommendation:Rebuild workflow, using default statuses and carefully named and ordered steps.

Candidates who need follow up at a later date are managed outside req, either in Candidates Collection or special req (or track in Engage).

Impact:Low trust amongst stakeholders in candidate status accuracy.Unclear which status to use, resulting in problems for reports

Current Proposed

NewProspectingRecruiter CourtingRecruiter ScreenQualifiedScreen #1Screen #2Interview #1Interview #2Follow up at later dateReference ChecksOffer StageOffer SentOffer GenerationHired- Offer RejectedUnqualifiedCandidate DeclinedCandidate Non-ResponsiveConsidered for other positionRejectedRejected Complete

New*ProspectingRecruiter ScreenPhone ScreenInterviewKeep WarmReference ChecksRequest Offer Approval*- Offer Approved*- Offer Not Approved*Offer Generation*Offer Sent*- Offer Accepted*- Offer Rejected*Need to RejectInactive**

System ConfigurationSource tracking

Description:Multiple source tracking fields(default, custom Apply, custom Candidate).Previously, too many source types.

Recommendation:Phase out existing custom source fields. Rely on default fields automatically populated.Consolidate source types.

Impact:Overlapping, potentially conflicting source data.Automatic source tracking underutilized.Incomplete source tracking reports which rely on the default source tracking fields.

Proposed Source Types

Agency*Agency not registeredCareer site*EventEmployee referral*Hiring Manager*Import*Internal*Job Boards*Job Notification*LinkedInCloudera Recruiter*

System ConfigurationDispositions

Description:Previous list included overlapping items. Was not consistently used. Offer declines spreadsheet.

Recommendation:Revise list based on consolidation and best practices. Track more details for offer rejected and candidate withdrew using custom Candidate fields. Generate tracking spreadsheet from Jobvite. Create custom AAP reports.

Impact:Imprecise reporting with too many items.Insufficient for compliance reporting.

Proposed Dispositions

Not dispositionedWithdrewLost contactOther candidate chosenRejected - comp expectationsRejected - Lacks skills/expRejected - OtherRelocation issuesOffer rejectedConsidered for other positionFuture considerationReq canceledInternal transferHired

Proposed Withdraw/Offer Rejected

Primary MotivationInsufficient cash compensationInsufficient job titleInsufficient equity compensationInsufficient benefitsJob interests no longer alignedUnwilling to sufficiently travelUnsatisfactory candidate experienceUnexpected personal / family / health Other - explain

Primary ActionAccepted competing job offerAccepted current employer counter-offerDecided to stay with current employerStart their own businessUnexpected need to move away

Additional custom Candidate fields

Detailed reasons for Withdraw/Offer rejected;   Date of candidate decision;Accepted offer from which company?;   Accepted offer detailsCurrent employer;   Current comp details;   Current title

Project Timeline2013     PHASE 1

Nov 4 - Project kickoff

Nov 4-19 - Gather requirements

Nov 14-21 - Develop configuration model

Nov 21-30 - Configure existing UI instance and document

Dec 3 - Initial training on config changes and new UI

Dec 4-18 - User acceptance testing of staging instance

Dec 19 - Go live with new config / UI

Dec 20-31 - Tweak configuration

2014     PHASE 2

Jan 1-3 - Continue tweak configuration

Jan 7 - Train all hiring mgrs, all employees

Jan 9-14 - Develop recruitment metrics / dashboard

Jan 15-19 - Build system reports for metrics

Jan 21-24 - Implement reqs-headcount sync

Jan 23-31 - Implement Jobvite Engage

Results! Alleviate Jobvite usability and related process

concerns

Migrate to Jobvite’s new UI with new functionality

Train all users to fully utilize Jobvite as system of record

Streamline Jobvite workflows to improve hiring results

Create recruitment operations dashboard and reporting – In process with the help of Thomas Hofer

Icing on the Cake

• Project was completed on time and under budget!

• Coordinators and Recruiters have more mobility with reqs and share ownership

• Accessibility and storage of candidate NDAs and Employment apps huge administrative time saver

Questions?

Rachel TaylorCloudera, Head of Talent Acquisition & Development

rachel@cloudera.com

Mason WongZWD, Recruitment Management & Jobvite Consultantmason@zwd.com@ZWDcom

THANK YOU!