eRecruit Update

HRMS Unit Liaisons October 16, 2009

Today’s Agenda • • • • • • Project Scope Highlights Applicant Website Preview Unit Readiness Program Project Scorecard Metrics

Project Scope • For Go-Live June, 2010 – Replacing Functionality of Current Applicant Tracking System – Posting and Filling Regular Staff Positions – Posting Faculty Positions

Project Scope (cont’d) • Possible Future Phases - Non-Student Temporary Positions - Hiring for Faculty/Instructional Positions - Other Job Families

eRecruit Highlights • • • • Heavy School/College/Unit Involvement Throughout the Project Applicant Experience Website Fully Customized Version to Support Multiple UM Business Processes Change Management Plan that Includes Unit Consultant Support

eRecruit Careers at the U Website High Level Demo Matt Snyder

eRecruit Applicant Experience Website Design Team Medical School/Health System: Kevin Bergquist Gwen Kearly Mindy Warden Maria White ITS: CEW: Law School: Bargained-for Staff: UHR: Lisa Collins Jamie Croy Ann Tuttle Karen Sloan Valerie Eaglin Rosa Peters Angela Law Katie McCollum Venus Gregory Michelle Kinker Tiffany Kulpa Jane Miller Shawn Sieg Matt Snyder

Applicant Website Screenshots • • Not included in printed slide packet as a measure of version control The site is in the early stages of development and may have to be altered

Unit Readiness Program

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Goal: To provide dedicated project support and collaboration with Units to ensure full engagement and successful implementation.

Unit Readiness Program • • • • • Requires Unit Leadership commitment & support Dean or Director assignment of Unit Readiness Coordinator (URC) Dedicated eRecruit Consultants Collaboration to prepare each Unit – Business Processes – Toolkit – Training – Communication – Implementation Unit Scorecard to track progress

Unit Readiness Program • General Timeline – November, 2009: Request for URC – Mid-January, 2010: Consultant & URC Kickoff – February-March, 2010: Business Process Work – April-May, 2010: Communication, Training – June, 2010: Go-Live

Area System Development Data Conversion Applicant Experience Change Management Unit Readiness Central Office Readiness Communications System Test Load Test Budget eRecruit Project Score Card Objectives Measures Point in Time Target Status Status Plan Start Date Plan End Date Provide system configuration and modifications Execute Test Plan and test system scalability under the maximum anticipated loads Monitor the budget so spending does not exceed the plan % Complete Load Kronos data in PeopleSoft Provide Applicants a web based front % Complete end University stakeholders well % Complete informed about upcoming changes and are prepared Units have analyzed business processes, secured access, and % Complete completed necessary training Central Offices have analyzed Communicate with all University % Unit Scorecards Complete business processes, websites, forms, and policy % Complete stakeholders. Gain buy in from executive/director level for change management effort.

Plan Test % Complete % Complete % Pass % Pass Actuals against budget 73% 85% 36% 0% 0% 6% 0% 22% 0% 0% 0% 75% Green 83% Green 36% Green 0% NA 0% NA 6% NA 0% NA 18% Green 0% NA 0% NA 0% NA TBD 6/1/09 6/15/09 6/9/09 11/1/09 1/1/10 9/15/09 11/1/09 9/28/09 12/1/09 7/1/09 TBD 11/30/09 10/30/09 5/21/10 6/1/10 6/1/10 6/1/10 8/31/10 11/30/09 3/31/10 12/31/10 Actual Start Date 5/18/09 6/15/09 6/9/09 8/1/09 Actual End Date

Metrics • • • • • Project delivered on-time and on or under budget At least 80% of the design features requested by stakeholders have been incorporated 100% of units have been provided a consultation and access to readiness tools At least 80% of the units have utilized the checklist to review/redesign business processes in preparation of eRecruit go-live Data conversion from eMploy to eRecruit allows departments to access existing records

Questions?