Recruitment Management Using HeadTracker

Head Tracker Recruitment Management Solution Over the Intranet Acism Software Private Limited, Pune, India March 2011

Would it Help if
... my business operated more efficiently
... my business was less people dependent
... one team member's effort automatically benefitted other
... we could put our existing resumes to more use
... up-to-date information were always available on my fingertips
... my top line and bottom line enhanced
... we outshone our competition!

The Answer

The Challenges of Recruitment Business and How Head Tracker Helps

Reuse of Resumes
Situation:
No good mechanism for reusing resumes received for one requirement for another.
By corollary, pulling up resumes which were considered for past requirement is difficult.
Problem:
Loss of opportunity. You may be sitting on gold, without you knowing about it.
Solution:
Head Tracker centrally maintains all resumes. Powerful search finds resumes ever after.

Inviting Candidates
Situation:
Ads placed in newspaper / job portals. Responses processed manually.
Problem:
Loss of time. Inefficiency. Scope for human errors.
Solution:
Invite the candidates to post resume using a job seeker form. Head Tracker will generate this form for you.
Head Tracker may be set up to have resumes coming this way to directly get into the database.
If jobcode is mentioned, it is recorded which requirement the candidate applied for.

Status Reporting
Situation:
One team member responsible for a requirement. You have to manually check status from time to time.
When client calls, you need to either recall from memory or summon the team member to your desk.
Problem:
Loss of time. Inefficiency.
Solution:
The data entered is saved into Head Tracker's central repository, and it is instantly available for you to see. There is no need to ask.
Organized information is available at fingertips. You are ever-ready for the client call. Opportunity for you to impress your clients.

New Team Member
Situation:
You have your process set towards optimizing your goals. A new recruit needs to be trained to follow it. It takes months to train her and make her productive.
Problem:
Zero returns for money while she gets trained. Scope for errors.
Solution:
It takes just an hour for a new recruiter to be productive using Head Tracker, thereby saving huge money for you.

Measuring Performance
Situation:
Collecting data to find out how your company is doing, how the employees are doing is painful.
Unless you have realistic data, setting realistic goals is impossible.
Problem:
Loss of time. Difficulty in appraisals.
Solution:
Head Tracker reports and even many of the pages give you a neat summary of performance (of your company, a recruiter, or even a source), which will aid in business decisions.

Person Dependence
Situation:
Your employees carry a lot of information in their heads. You are scared when they take leaves or when they leave.
Problem:
High person dependence
Solution:
Head Tracker captures all information about your recruitment process. Communication logs in Head Tracker is a great place to record all communication in the context of clients / requirements / candidates.
Another team member can easily take over when one team member is on leave or leaves.

Alerts
Situation:
You can raise an invoice only when certain period has elapsed since the candidate joined. You need to keep track of it.
Problem:
It may slip out of memory. Most tools to track (diaries, task trackers) are highly personal.
Solution:
Once configured, Head Tracker's auto-alerts will fire on a future date to notify you.
Manual alerts are there, of course!
One can see other team member's alerts and act in her absence.

Business Scalability
Situation:
Not all times are the same. Businesses need to scale up and scale down in different times. Recruitment industry is very sensitive to changes in economy.
Problem:
Time taken for training new resources, Information lost with old resources, Software licensing / installations
Solution:
As seen before, information from old resources is retained in HeadTracker. New resources can be productive quickly.
Head Tracker license is for slabs for number of users. => Setting up a new user = Setting up a computer and a web browser

Collaboration
Situation:
Sometimes it may make sense for more than one recruiters to collaborate on a requirement.
Sometimes there is a need for one recruiter to stand in for another recruiter (in case of unplanned absence).
Problem:
Tacit knowledge with people, No access to information in other person's inbox
Solution:
Head Tracker has built-in collaboration capabilities. The comments entered are accessible to the entire team.
The communication with candidates/clients can be achieved through Head Tracker, without needing individual mailboxes.

Data Organization / Security
Situation:
The candidates' data that a recruitment firm holds is its differentiator, often termed as its gold mine.
Shared folder => One mistake, all gone.
Individual copies => Manual need to check which copy is latest. Confusion.
Problem:
Risk of either losing valuable data, or diluting it
Solution:
Head Tracker data is in one central place. Standard procedures to take periodic backups can guard you against the risks.

Basics Gone Right

Architecture
Central Server. Users interact with the application through browser.
Eliminates data duplication
Instant updation, sharing and collaboration
No setup per team member
Easy to secure and easy to backup
Can be deployed on office intranet

Technology Stack
Java J2EE- known for scalability, stability, security, performance and cost-effectiveness (the technology and tools are licensed free of cost)
Can work with most databases – tested against Mysql, PostgreSql, Oracle
Being Java, can work on most Operating Systems including various flavours of Windows, Linux and Mac.

Data Model
Well thought out underlying data model means the way the application handles the recruitment data would be accurate.
Candidate Client Requirement Fitment Interview

Usability and UI
Pleasing to the eye, aesthetic, modern design
Easy to find functionality
Icons / colors used for visual cue
Language easy to understand for layman

Validation

Success Story : MSA Placements
Started use in March 2010
Set it up on internet, for access from any of their offices.
Targetted 1000 new resumes to flow into Head Tracker in first three months. This target was achieved ahead of time in 2.5 months
Without spending a single minute of any of their employees.
Achieved it with an auto-responder to their email
About to touch 10000 by March 2011
These resumes of active job seekers are available for all current and furure requirements that MSA handles

About Us

Acism Software Private Limited
Work Area: Application of mature Open Source technologies and tools across different verticles
Low technology risk
Cost effective
Satisfied customers across three continents
Products:
Communication Tracker – Store communications centrally
Head Tracker – Track recruitments better

Any Questions? [email_address] Acism Software Private Limited, Pune, India +91 20 25458873 http://www.acism.com

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Recruitment Management Using HeadTracker

by Ashish Belagali on Mar 04, 2011

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