Realizing the Paperless

Recruiting Function!

November 12, 2004

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2003 - The Revere Group All Rights Reserved

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Introduction
Phil Adams, Principal at The Revere Group
10 Years of experience with implementing PeopleSoft HRMS
solutions across a diversity of clients.
Project management, functional and technical lead
Spent the last three years implementing employee and manager
self-service applications
Susanne Cronister, Manager of HR Technologies at Equity Office
Properties
Responsible for maintaining and implementing all HR systems
for Equity Office Properties
Over 15 Years of experience in human resources including
consulting, payroll, benefits and HRIS

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2003 - The Revere Group All Rights Reserved

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Agenda

Company profile
Drivers for change
Solution Requirements
Approach / Strategy
Solution
Advantages Realized
Implementation Considerations
Lessons Learned
Looking forward to eRecruit v8.9
Q&A

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Company Profile
Equity Office Properties Trust (EOP) is the
nations largest office building owner and
manager, as well as the largest real estate
investment trust (REIT) in the United States
headquartered in downtown Chicago
Over 125 million square feet in major
metropolitan markets across the US
2300+ employees - diverse workforce from
building engineers to professional office
workers
Live with PeopleSoft 8.3, HR, Benefits
Admin, Payroll, eProfile, ePay, and eBenefits
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Drivers for Change

Decentralized recruiting function

Recruiting process not consistent across locations
Impact from reorganization / attracting a different workforce
Implementation of Position Management to support our Blue
Print
Lack of focus on costs
External placement fees were in excess of $2 million!
Inefficient recruiting processes
Confusion among employees involved in process
Time-to-fill was not acceptable

Recruit from usual stacks of resumes on desk

Not leveraging employee referrals
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Recruiting Solution Requirements

Online application process

Candidate pool that all recruiters can access
Easy reporting tools
Streamlined process of posting a job to the web
Search tools for recruiters to find qualified candidates
Manage employee referrals
Recruiting tools for managers in the field
Foundation for consistent recruiting process

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Approach / Strategy - Evaluation

Already owned the PeopleSoft Recruiting solutions

Needed to prove the implementation with the other functional leaders
and executive sponsors that PeopleSoft was the best solution

Briefly looked at other technologies (outsource or other purchase)

Niche recruiting software providers

Investigated partnering with other service providers (Hybrid)

Hybrid approach of using PeopleSoft and niche services provider
Thought we could leverage PeopleSofts strengths and others

PeopleSoft was always the front-runner

Need to establish a baseline ROI to sell the implementation and change
Approval process for getting buy-in to implement a Recruiting Solution

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Build the business case

Built baseline ROI for implementing a recruiting solution

Secured executive sponsorship
Promoted the project to the HR organization
Partnered with a knowledgeable consulting organization
Shameless plug for The Revere Group
The knew our business, the product, and the process needed to
get the work done

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Approach / Strategy - Planning

Chose to implement PeopleSoft Recruiting Solutions

Resume Processing
eRecruit
eRecruit Manager Desktop

Planned a Phased implementation approach

Narrows focus
Limits risk

Organizational changes - consolidated offices

Centralization of recruiting processes (and budget)
Established Core Implementation team
Need both corporate and regional involvement

Ready, Aim and Fire!

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Phased Implementation Approach

Phase I
Implement Resume Processing
Establish centralized recruiting processes (corporate only)
Recruit Workforce functionality to track applicants and requisitions

Phase II
Rollout of Employee and Applicant Self-Service
Apply on-line, refer a friend (employee)

Adjustment of recruiting processes

Pilot rollout of Manager Self-Service
Execute Communication and Training plan
Phase III
Adjust system and processes based on Pilot feedback
Rollout of Manager Self-Service functionality to regions

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Solution - Key tools and Modifications made

Online text changes (configuration)

Cleaned up navigation, return links
Candidate log-out/time-out
Lotus Notes agents
Workflow

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Solution - Online page-specific help content

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Solution - Job Posting descriptions (templates)

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Solution - eQuest job board integration

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Solution - Online job search functionality changes

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Solution - Hot Candidate flag and comments

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Automated Resume Processing

Candidate

Documentum
File Converter

Hard Copy
Resume

Lotus Notes
Recruit email account

Fax Machine

Recruiter

Scanner

Lotus Notes
Agents/Code

Soft Copy of Resume

Resume Processing
(Mohomine)
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Solution - 3rd Party Software Integration

3rd party providers:

Mohomine for resume processing
eQuest for job board integration
Why them?
Cost
Ease of use

AIRS Search Station

Integration consisted of emails
Pull of resumes from web

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Employee Advantages

Internal online job postings

Provide the ability to attach a resume and apply online
Automated email based on resume receipt confirmation
Virtual 24/7 recruiting department
Employee referral functionality
Employee/applicant feedback from recruiting
Manager self service - tools to aid in recruiting function

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Applicant Advantages

Job postings on the internet

Provide the ability for applicants to attach resume
Provide the ability for applicants to fill out online application
Automated email based on resume receipt confirmation
Track progress of application
Virtual 24/7 recruiting department

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Company Advantages

Reduction of paperwork, costs and processing time

Consistent recruiting function across the company
Provides hiring managers with tools to aid in recruiting
Faster time to hire
Reduced use of sourcing and search firms
Improved tracking of openings, applicants and recruiters
Improved interview tracking
Improved offer and onboarding functions
Automated processing of resumes from various sources
Tracking and approvals online

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Implementation Considerations

Management of Text Changes on the website

User Acceptance & Stress Testing
System Configuration and Hardware Requirements
Security - External access to recruiting site
Availability of employee access to the web
Setting up & Maintaining Security Employee User
IDs/Passwords
Help Desk support for self service transactions
Online Help
Business Process Re-design
Get up-to-date with patches & fixes

Managing expectations - even if its not the popular thing to do

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Lessons Learned

Secure executive buy-in and keep communication lines open!

Keep selling the project!!
Build in adequate time to get current with bundles/patches/etc.
Dont assume navigation and functionality will work for you out of
the box. Build in time to perform extensive user testing.
Phased approach was key to success.
Online application process is not as user-friendly as it should be
Dont under estimate the volume of online text changes.
Change management challenges
Manage expectations
Make sure to engage your Legal department and Security Dept

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2003 - The Revere Group All Rights Reserved

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Looking Forward eRecruit v8.9 Features

eRecruit version 8.9 has functionality that we are going to take
advantage of:

Job Description library (back out customization)

Applicant flag and comments (back out
customization)
Person model
ResumeProcessing \ Mohomine Retirement
Product is being phased out, need to rethink
approach
eRecruit is moving toward release independence and
open integration with other 3rd party vendors
Increased use of Text Catalog to context of pages
Updated screening process
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2003 - The Revere Group All Rights Reserved

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Looking Forward eRecruit v8.9 Features

eRecruit version 8.9 has functionality that we are going to take advantage of:

Configurable lookups (drop down versus eyeglass),

lookups made consistent throughout application
New Recruiting specific location table
Application (long and short forms), config by req
Email templates available (contact mgmt)
Can hire without a requisition
Can post a req that you arent recruiting for(can build
candidate pool in advance of hiring)
Updated screening process

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Version 8.9 Repackaging of Modules

Future v8.9 Packaging
RecWrkfrce+eRecMgrDesktop= Talent Acquisition
Manager
(no longer in core
HR product ltd license for existing)
eRecruit =Candidate Gateway (true candidate
portal)
Elimination of many duplicate tables
Streamlined navigation around the recruiter role
Most significant release of Recruiting functionality
yet!
Commercial + Federal Merged into one
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Version 8.9 - Talent Acquisition Manager (eRecruit)

No more step-by-step bubbles in Apply for Job
(more tailorable)
Data privacy notice for applicants (Click to agree
option)
Improved search for applicants (keywords, more
fields)
Multiple
Applications per candidate per day
Resumes per applicant
Save my application
Job Basket save
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Version 8.9 Usability and Content Management

360 degree views for Applicant and Recruiter
History, Activity, Drill down detail
One click away (avoid left hand navigation)

Better left hand navigation (clearer labels)

Changeable Wording
Message catalog
Text catalog

Content management and Application Tracking

Add notes on candidate

Add correspondence (emails, vmails)
Can email candidate or group and save a copy
Public or private designation

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Thank You for attending.

Questions?
Contact information:
Phil Adams
padams@reveregroup.com
Susanne Cronister susanne_cronister@equityoffice.com
This presentation is available at www.revere-ps.com.

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2003 - The Revere Group All Rights Reserved

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