SilkRoad connections saving paper time and a few dimes - 2015
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This was a case study regarding the implementation of 2 SilkRoad saas products, Recruiting and Onboarding. Presentation was given at SilkRoad Connections National Conference in 2015.
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SilkRoad connections saving paper time and a few dimes - 2015
- 1. Saving Paper, Time, and a few Dimes! Eric Miller Sr. Talent Acquisition Consultant Ryan DeCaire HRIS Analyst 6/8/2015
- 2. Who we are!
- 3. A tale of two employees... Johnny Pre-SilkRoad Post-SilkRoad Frank
- 4. Johnny’s Recruiting Journey Career Portal Application
- 5. Johnny’s Recruiting Journey – Hiring Manager’s and Recruiter’s • Hiring Manager’s contact Recruiter to figure out how to use system/review applicants • Recruiter ends up.... • Additional applicant documentation would be loaded into shared folder for Hiring Manager’s • Lots of frustrations
- 6. Johnny’s Background Check 1. Release form sent to Johnny 2. Johnny prints/completes release form 3. Johnny faxes/or scans form to HR Recruiter 4. HR Recruiter faxes form to background check provider 5. Waiting/Issues 6. Complete Average time to complete background check – 14 days!
- 7. Johnny’s Welcome Email • A four paragraph email including a 72 page document • Tasks to be completed prior to start date • A lot of information given at once
- 8. Johnny’s Onboarding – Recruiter’s Manual Process
- 9. Johnny’s First Day • Meet with Physical Security – 1 hour • Meet with Human Resources – 1 and a half hours • Meet with Lab or Department • Policy Orientation – 2 hours
- 11. Frank’s Recruiting Journey – Hiring Manager’s and Recruiter’s • Manager/Recruiting Team can easily use the system to view candidate’s • Easily move candidates to folders to review further • Leave candidate comments in history section • Simply click on the appropriate hiring stage in the candidate’s profile • Everybody is happy
- 12. Frank’s Background Check 1. Initiate background check from candidate profile in SilkRoad Recruiting 2. Frank receives email with instructions from HireRight 3. Frank completes everything electronically 4. Easily track progress from SilkRoad Recruiting/or HireRight’s website 5. Complete Average time to complete background check – 5-7 days!
- 13. Frank’s Welcome Email • Welcome email includes login information to validate personal information and start completing assigned tasks. Cost of printing document Forms not completed Forms filled out incorrectly Forgot appropriate identification
- 14. Frank’s Onboarding – Recruiter’s Automated Process • Automated emails sent to necessary personnel • eForms automatically sent to appropriate departments • Onboarding Portal for new hire to access and complete all forms/information Let’s take a look!
- 15. Frank’s First Day • Meet with Physical Security – 15 to 20 minute Orientation • Meet with Human Resources – 15 to 30 minutes • Meet with Lab or Department • Policy Orientation – 20 minute Brainshark presentation built into Onboarding tasks
- 16. • Institute brand • Easy to navigate/user friendly • Less time to apply • Embed Google Analytics to help us understand where the applicants are going How we were able to improve – Career Portal
- 17. How we were able to improve – Onboarding/Web Services • We have it! • Automated notifications • Tasks completed prior to first day • Eliminate 3.5 hours spent on paperwork • Utilizing Web Services to transfer employee data into our HRIS (Lawson)
- 18. Saving Paper • No longer have to send/print 72 page document for new hire • eForms are electronically sent to appropriate departments • Do not need to print candidate applications
- 19. Saving Time • Candidate applying to position • Automatic job distribution • Review/Interview process • Background Checks • First Day Orientation • Employee’s are adapting and adding value quicker
- 20. Saving a few Dimes • SilkRoad solutions are projected to reduce direct talent expenditures by 70% annually(SilkRoad Recruiting,SilkRoad Onboarding,and SilkRoad WingSpan - Performance)
- 21. Proprietary and Confidential This material is proprietary to SilkRoad, inc. It contains trade secrets and confidential information which is solely the property of SilkRoad, inc. This material is solely for the client’s internal use. This material shall not be used, reproduced, copied, disclosed, transmitted, in whole or in part, without the express consent of SilkRoad, inc. THANK YOU!
Editor's Notes
- Van Andel Institute is an independent research and educational organization based in Grand Rapids, Michigan. Through biomedical research and science education, Van Andel Institute is committed to improving the health and enhancing the lives of current and future generations.
- We will begin by explaining the recruiting and onboarding process of 2 employees (Johnny – Pre-SilkRoad and Frank – Post-SilkRoad)
- The career site had its limitations on what could be displayed/overall look and feel. The application was a very long process. Limit of 2 mb for documents uploaded Time to complete application 25 - 40
- We will discuss the frustrations to the hiring teams and tasks that would end up for the Recruiter to complete.
- Explain in more details the timing/delays/many issues
- The attachment would include a summary of the first day, forms to be completed, and general information. Side note, document would need to be updated due to new forms/verbiage/etc. Etc. All tasks part of the document were to be completed prior to start date. Add picture of welcome email as background Cost of printing document Forms not completed Forms filled out incorrectly Forgot appropriate identification
- Manual Process caused room for errors Multiple emails to appropriate personnel Departments were unprepared Missed steps Time consuming Appropriate departments would not be notified of new employee starting Sometimes phone/email/network access/desk/etc would not be setup Multiple emails to appropriate personnel
- New hires would typically arrive at 9am on their first day and more than half of it would be spent filling out paperwork.
- We will illustrate the new look of the career portal and the ease of completing an application using SilkRoad.
- Hiring Manager’s and the Recruiting Team familiarized themselves with the system rather quickly. From the ease of moving candidates to specified folders to simply clicking on appropriate hiring stages has made this an easy transition from the previous recruiting system.
- Background Checks have drastically changed for the better.
- We will explain how all tasks are now part of the onboarding process and not a 72 page document.
- Having SilkRoad Onboarding has allowed Recruiter’s to streamline processes. The Onboarding Portal includes useful information from benefits to relocation services that at one time were sent manually. This eliminates a lot of time and allows the new employee to have access at their fingertips to all the information than asking for it. We will also take a few minutes to review the onboarding portal for new hires. https://vai-redcarpet.silkroad.com
- Time has drastically changed and allows more engaging conversations around what the new employee may need.
- Pictures will be added to show our career portal/tabs we created. Embed Google Analytics to help us have an understanding of what pages are beneficial.
- Pictures will be added to show our tasks lists and how we are now using web services (information pulled from employee profile and eForms).
- Saving paper.
- Saving time.
- Saving a few dimes.