Recruiting needs assessment

Context

The environment in which we operate is changing rapidly.  Demographic and economic pressures, among other external forces, have us examining how best to maintain our strategic focus on the quality of the learning environment.  Part of that examination is a commitment to ensuring that our administrative systems and processes are as efficient and effective as possible to enable those who access those systems and processes to focus on their contribution to the academic mission of the university.

The current online recruitment tool, uHire, will be replaced with a new technology platform and software in the near future.  Before acquiring and implementing the replacement system, consultation with key stakeholders is required to ensure the institution understands and addresses areas within the recruitment process that are inefficient and could benefit from simplifying, streamlining and if possible, automating.

Furthermore, the uHire system currently supports the recruitment of only a portion of the employee group complement on campus.  Consultation with VPAC and faculties to determine if a single, new system could meet all or some of the faculty requirements to aid in streamlining the academic recruitment is required, with the goal to have a single recruitment management system to service the needs of all employee groups on campus.

Goal

The goal of this project is to review and identify inefficiencies in the current recruitment process(es), identify areas to simplify, streamline processes and forms, and to ensure that as the criteria is collected for the uHire replacement request for proposals (RFP), that the functional requirement section of the RFP takes into consideration these findings.

Scope

The recruitment processes for the following employee groups are in scope:  Faculty, PEA, CUPE 951, CUPE 917, Exempt Support, and Management Excluded.  This represents about 75% of the employees directly employed by the university.

At least initially, the CUPE 4163 employee groups will be out of scope due to the uniqueness of TAs and the Sessional allocation, search and recruitment process.

The project will also focus on the processes that occur aftr a position has been approved for filling and to the point the position has been filled and documented in Banner (HR, HRIS, Payroll, other?).

Objectives

1. To consult with 917, 951, PEA, ME and exempt administrators in administrative and service units regarding the effectiveness of the current process, and to identify inefficiencies and areas of process to potentially simplify and streamline.  To discuss workflow (including document flow) processes that could be enhanced or eliminated.
2. To consult with a group of individuals recently hired through the uHire process in order to obtain their feedback on the process.
3. To consult with teams of academic administrators, e.g., Chairs, AOs and Senior Secretaries (in conjunction with representatives from VPAC) to gain an understanding of the requirements for a centralized recruiting system.  To identify inefficiencies and areas of process to potentially simplify and streamline.  To discuss workflow (including document flow) processes that could be enhanced or eliminated to meet the need of faculty recruitment processes.
4. To consult with a group of recently hired faculty members to obtain their feedback on the process.
5. To consult with HR, HRIS, and VPAC to identify inefficiencies and future requirements to meet the operational needs of the areas.  To identify processes most suited to streamlining or eliminating.
6. To document results of consultations into a format that is acceptable to the RFP process that will form part of the functional requirements listing.