Summit14 - Jobvite Annual User Conference - Breakout Session Presentation. 4.30-5.1

1. Re-writing Your Recruitment Strategy
Rachel Taylor
Cloudera, Head of Talent Acquisition & Development
Joanie Gentile
Cloudera, Recruiting Operations
Mason Wong
ZWD, Recruitment Mgmt & Jobvite Consultant

2. Introductions
• Rachel Taylor – Head of Talent Acquisition
• Joanie Gentile – Recruiting Operations
• Mason Wong – Jobvite Consultant

3. The Path to Reconfiguration
• Where We Started
• Plan for Improvement
• Results!

4. 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!

5. 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

6. 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!

7. 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

8. Primary Issues
1. 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

9. Underutilization of Key Functionality
System 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.

10. Underutilization of Key Functionality
Offer 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

11. System Configuration
Candidate 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
New
Prospecting
Recruiter Courting
Recruiter Screen
Qualified
Screen #1
Screen #2
Interview #1
Interview #2
Follow up at later date
Reference Checks
Offer Stage
Offer Sent
Offer Generation
Hired
- Offer Rejected
Unqualified
Candidate Declined
Candidate Non-
Responsive
Considered for other
position
Rejected
Rejected Complete
New*
Prospecting
Recruiter Screen
Phone Screen
Interview
Keep Warm
Reference Checks
Request Offer
Approval*
- Offer Approved*
- Offer Not Approved*
Offer Generation*
Offer Sent*
- Offer Accepted*
- Offer Rejected*
Need to Reject
Inactive**

12. System Configuration
Source 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 registered
Career site*
Event
Employee referral*
Hiring Manager*
Import*
Internal*
Job Boards*
Job Notification*
LinkedIn
Cloudera Recruiter*

13. System Configuration
Dispositions
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 dispositioned
Withdrew
Lost contact
Other candidate chosen
Rejected - comp
expectations
Rejected - Lacks skills/exp
Rejected - Other
Relocation issues
Offer rejected
Considered for other position
Future consideration
Req canceled
Internal transfer
Hired
Proposed Withdraw/Offer Rejected
Primary Motivation
Insufficient cash compensation
Insufficient job title
Insufficient equity compensation
Insufficient benefits
Job interests no longer aligned
Unwilling to sufficiently travel
Unsatisfactory candidate experience
Unexpected personal / family / health
Other - explain
Primary Action
Accepted competing job offer
Accepted current employer counter-offer
Decided to stay with current employer
Start their own business
Unexpected 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 details
Current employer; Current comp details; Current title

14. Project Timeline
2013 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

15. 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

16. 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

17. Questions?

18. Rachel Taylor
Cloudera, Head of Talent Acquisition & Development
rachel@cloudera.com
Mason Wong
ZWD, Recruitment Management & Jobvite Consultant
mason@zwd.com
@ZWDcom
THANK YOU!