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  • The 3 main points for our presentation are: 1. How a large urban school district made its employee application process paperless in 4 months. 2. Why our customers are better served with the new process. 3. What we would do differently next time.
  • Duval County Public Schools had a need for an e-Recruitment solution to capture and track applicants over the web. The push was for HR to get paperless for recruitment as soon as possible. Although we were beginning the planned upgrade to Enterprise we could not wait until the planned go-live of Enterprise on July 1, 2004. Currently Duval receives around 10.000 paper resumes a year. The e-Recruitment solution should increase this number. The electronic resumes will be kept for 1 year. A critical requirement is to be able to report on all the applicants. While the applicant reporting tools in 3.1I are not user-friendly the, the use of SAP as a central database secures the investment of SAP and guarantees minimal database maintenance. Duval County Public School software standards are Microsoft. Their corporate website is hosted internally. Duval has sufficient SAP/ABAP resources/consultants but minimum web resources. The proposed e-Recruitment solution should involve minimal internal resources during deployment and support. The e-Recruitment solution needs to meet the following preliminary requirements (*): Capture applicant resumes over the web Minimal installation and consulting time (rapid deployment because of start work load SAP upgrade). Easy to customize - to include additional SAP fields/info Live connection to SAP: no additional databases and security profiles to maintain Three portals: internal, external, simplified view for job fairs Applicant tracking (track how applicant is found to analyze effectiveness of advertising sources) Distinction of recruited people versus spontaneous applications Applicant should be able to submit online reference forms Have an online field that indicates if original certificate is received: reduction of calls To be able to post same job to the internet when it becomes vacant again without recreating the job description Intuitive query tool to search for applicants (minimal training) Robust software: handle many concurrent users without system deterioration Centralized upgrade and maintenance of e-recruitment software Dedicated OpenHR support
  • Duval County Public School has a need for an e-Recruitment solution to capture and track applicants over the web. HR wants to get paperless for recruitment as soon as possible (HR does not want to wait till after the SAP upgrade). Currently Duval receives around 10.000 paper resumes a year. The e-Recruitment solution should increase this number. The electronic resumes will be kept for 1 year. A critical requirement is to be able to report on all the applicants, the use of SAP as central database secures the investment of SAP and guarantees minimal database maintenance. Duval County Public School software standards are Microsoft. Their corporate website is hosted internally (IIS, some ASP). Duval has sufficient SAP/ABAP resources/consultants but minimum web resources. The proposed e-Recruitment solution should involve minimal internal resources during deployment and support. Web enable forms: background check, EEO, application,
  • Major Points: The main technology that is making these dramatic productivity gains possible is the Web. Like many shared services organizations, we’ve already begun using the Web to streamline transactions and eliminate handoffs. Transactions are initiated by the customer via Web, eliminating the need to process inputs and enter data on our end. Instead, we focus on the back-end processing and audit checks. The Web also creates a virtual Service Center that is open 24 hours a day, 7 days a week, from work or from home. Direct connection to SAP, leveraging standard SAP security for the query tool.
  • The OpenHR project consisted of 2 parts: The online external eRecruitment website for applicants to apply for jobs An intranet Query Builder for Duval staff to filter through applications The external eRecruitment application has a web server that is able to read certain information and to write certain information to the file server. The file server is outside the http root. The SAP application server has a uni-direction connection to the file server to fetch applicant data and to write information for the web server overnight. The file server does not make any connection to the SAP server. The Recruitment Query Builder resides on an intranet web server that is on the DCPS internal network. There is a bi-directional stateless connection between the SAP application server and the web server. Another directory (D:eRecruitmentIN) stores possible entries and will have read access by the web server. The SAP application server is ablee able to read and write to both directories. This is a uni-direction access by the SAP server. A second server serves as the production intranet server to run the eRecruitment Query Builder. The web server connects to the SAP server via the DCOM to fetch data for the Query Builder. The production web server located in the DMZ houses the eRecruitment application to the outside world. This machine has 2 NTFS partitions. One for the web server and another for the file server. The file server is outside the http root and will store the applicant data files and the possible entries values as xml files. The applicant data is stored in a directory (D:eRecruitmentPossible_Entries) that has read/write access by the web server. The file server must be in the same area as the internet web server (DMZ), otherwise you have to open the firewall to let the web server write to the file server. Something nobody wants. A file server is not mandatory, it can be replaced by a directory of the web server out of the web root(not accessible from an HTTP call) OpenHR encrypts passwords and SSNs in the applicant xml files.
  • One of the reasons for the short time-line for go-live of the paperless recruitment was the beginning of the recruitment effort for the 2003/2004 school year.
  • SAP Version 3.1i Installation Web server: IIS 5.0 SecureIIS by eEye Digital Security Verisign Annual SSL Certificate Trend Micro Antivirus Server Protect SAP Dcom 6.0 MSXML 3.0 Asp, js, and xml files OpenHR architecture Firewall configuration HR Module Recruitment: additional configuration Qualification catalog, job descriptions, Implementation SAP FTP
  • OpenHR Solution: e-Recruitment Following range of features: Recruitment/applicant tracking process over the web – live Direct connection to SAP, leveraging standard SAP security Leverage data directly from SAP (e.g. drop-down menus, job info): minimal maintenance and overhead No re-keying of resumes Reduced processing time Validate data at point of entry; reduced error rate No external databases to maintain Customizable views/web forms per user group (e.g. internal, external applicants, graduates, professionals) Advanced on-line functionalities include: Job posting, searching and assignment to applicant Online resume collection, maintenance and status overview (Display any SAP info on the web - easy customization) Applicant searching and management Automatic email notifications Setup and upgrade are centralized in SAP (no PC installation). Seamless Integration with MySAP.com, SAP portal, and corporate portal (corporate website and/or intranet) Standard and robust technology Proven application, live at customers today!
  • When first accessing the website a person sees continuous and newly posted positions. Once they select a position the are able to access the job description for that posting.
  • They can also search for jobs using position types or key words.
  • The job description for the web page is extracted from various infotypes in R3. Most of the information is pulled from the Qualifications catalog but some comes from the description for either the job or position and the planned compensation.
  • The description info type is used to store more detailed job requirements than can be pulled from the qualifications catalog.
  • Post dates, closing dates and exam dates, if applicable ,are pulled from the from and to dates of the various subtypes of Info type 1002.
  • Depending on the type of applicant they indicate they are the applicant is guided through various screens to capture information pertinent to that type of applicant.
  • The applicant’s social security number is used both as an identifier as well as to search the employee master in SAP to determine if they are already employed.
  • The applicants may apply for a maximum of three jobs.
  • The various fields and their dropdown values are derived from R3 so as to maintain consistency as well as have the capability to make necessary changes easily.
  • We actually created a separate area of the qualifications catalog specifically for capturing applicant data so as not to confuse with the already created qualifications for employees.
  • At any point the applicant can see the status of their application as it relates to not only their completion of necessary information but of HR having reviewed certain documents.
  • Principals or the Staffing Supervisors can build simple queries and save them for repeated use.
  • Once they have the list of applicants who meet the query criteria they then can select an applicant and pull their application up.

Transcript

  • 1. Duval County Public Schools goes paperless for Recruitment! Vicki Reynolds – Assistant Superintendent Lynn White – Senior Business Analyst Monday May 19 th 2003
  • 2. Implementing e-Recruitment
    • Business Case
    • Technical Overview
    • Lessons Learned
    • Product Demo
  • 3. Where we were….
    • Paper driven
      • Paper forms submitted via mail
      • Manual input of minimal data in SAP
      • Paper file on applicant
      • High call volume regarding status of application
      • Principals have to come to the office to see applications
      • Applicants complained of burdensome paper process
    • Workflow
      • Labor intensive processes
      • Limited data captured in SAP
      • Limited reporting/searches
  • 4. Business Requirements (web)
    • Implement a paperless recruitment solution
    • Capture applications over the web (streamline transactions, web enable forms, improve service)
    • Track how applicant is found to analyze effectiveness of advertising sources
    • Capture different information based on applicant type (teachers, civil service, admin, students)
    • Store applicant attachments (e.g. resumes) directly in SAP (paperless)
    • Provide online applicant feedback : transcripts received, certification check, application date
    • Post jobs and job description from SAP (single database)
  • 5. Business Requirements (Query)
    • Provide principals/staffing with real-time data
    • Query tool to search for applicants real-time
    • Minimal training – web based GUI
    • Add comments in SAP and show in query
    • Flag high potential applicants (bookmark)
    • Attach paper docs (e.g. MS word, scanned transcripts) to applicant in SAP and make available in Query tool
    • Provide Admin functionality: e.g query on transcripts received
  • 6. Additional Software Requirements
    • SAP Integration : no additional databases and security profiles to maintain (secure investment in SAP)
    • Robust software : handle many concurrent users without system deterioration
    • Centralized upgrade and maintenance
    • Dedicated support and SAP approved vendor
    • Easy to customize - to include additional SAP fields/info
  • 7.
    • Technical Overview
  • 8. Technology/Infrastructure
    • Duval County Public School software standard: Microsoft
    • OpenHR offered different architectures for the recruitment web site (real time, asynchronous). We choose a combination of real time and asynchronous:
    • Query tool: is hosted on an internal web server and connects to the SAP server via the DCOM to fetch real time applicant data
    • Web site: Asynchronous solution with SAP3.1i as single DB:
      • Each application is stored as an xml file and uploaded nightly via FTP into SAP
      • Possible entries for the drop downs are not hard coded in the web forms but are refreshed nightly from SAP
      • Jobs and job descriptions are refreshed nightly from SAP
      • Applicant status is refreshed on the web from SAP
      • The web server is placed in a DMZ and secured by a Firewall and additional software
  • 9. Project timelines Core HR 1999 SAP Upgrade 4.7 Go-live July 1,2004 OpenHR 4 months (2003)
  • 10. Project phases
    • Prototype
    • Functional Design
    • Detailed Design/Development
    • Integration Testing
    • Training
    • Support
  • 11. Development
    • Installation/configuration Web servers/firewall
    • Installation OpenHR architecture
    • SAP: HR recruitment module
    • Flexible data mapping (e.g no IT105 for email)
      • Qualification catalog (applicants/jobs)
      • Job descriptions
      • Custom Certification infotype
      • Additional configuration (e.g. extra possible values for fields)
    • SAP: Security profiles for query tool
    • SAP: Review/analysis SAP R.4.7 mapping for upgrade
  • 12.
    • Lessons Learned
  • 13. Challenges/Lessons Learned
    • Automating end-user tasks reveals data and configuration anomalies
    • IT security [firewall issues]
    • SAP 3.1i coding challenges [apply patches]
    • New “back end” audit and exception processing steps needed to be designed
    • Supporting end users as new service area for HR staffing
    • Flexible SAP mapping of applicant info [e.g. certification information, email address]
    • Short delivery time and simultaneous SAP upgrade project
  • 14. What went well
    • SAP remains single source of data. Optimal use of SAP system (no additional databases, external security profiles to maintain).
    • Dedicated functional and development resources
    • Solicited user input early in analysis/design
    • Strong management buy-in and support
    • Reliable onsite and remote support via secure dial-in connection
    • Build Workflow/Change management into first release
    • Ability to customize transactions without modifying core ERP system
    • Delivering “minimum Training Required” applications
    • Involved business support staff during post-implementation support
    • Incremental implementation
    • Analysis of impact on SAP 4.7 upgrade and mapping
  • 15. What we would do differently
    • Allow additional time for integration of recruitment application with additional secure web server software (SecureIIS, HTTPS) and Firewall
    • Develop “back end” audit and exception processing procedures earlier
    • Allow more time for integration testing
    • Ensure proper technical (DCSB) support from the beginning of the project.
  • 16.
    • Product demo
  • 17. Recruitment Web site
    • Intuitive wizard
    • Status online
    • Maintain online
    • Portals
    • Attachments
    • Live from SAP Drop downs, jobs, job info
    • Advanced job search
    • Applicant assigned to job(s)
    • Spontaneous application
    Job Posting and Search Resume Collection and Maintenance
  • 18.  
  • 19.  
  • 20.  
  • 21. Requirements IT 1001
  • 22. Expanded Requirements
  • 23. Job Description IT 1002 Subtype 9005
  • 24. Post Date and Closing Date
  • 25.  
  • 26.  
  • 27.  
  • 28.  
  • 29.  
  • 30. Qualification Catalog
    • 5 AP_APPL.CAT. APPLICANT CATALOG
    4 AP_INTEREST APPLICANT AREAS OF INTEREST 4 AP_CERT.AREA APPLICANT CERTIFICATION AREAS 4 AP_EXTRACURR APPLICANT EXTRACURRICULAR AREAS 4 AP_JOB_QUAL APPLICANT JOBS AND QUALIFICATIONS 4 AP_LANGUAGE APPLICANT LANGUAGES SPOKEN 4 AP_INS.LIC. APPLICANT LICENSES-INSTRUCTIONAL 4 AP_LIC_CERT APPLICANT LICENSES/CERTIFICATES 4 AP_OTHER APPLICANT OTHER POSITIONS OF INTEREST 4 AP_REGION APPLICANT REGIONS OF INTEREST
  • 31.  
  • 32. OpenHR Query builder
    • Query live SAP
    • Advanced query
    • Save query
    • View resume online
    • Add comments
    • Flag high potential applicants
    • Attachments
  • 33.  
  • 34.  
  • 35.  
  • 36.  
  • 37. Thank you for attending! Please remember to complete and return your evaluation form following this session. Session Code: [2104]