Business Analysis and System Recommendation Report
Section II. Process Analysis
- Hiring Process
The recruitment of a new employee allows an organization to have formulated step by step strategy that has uniquely defined its needs for specific needed positions. Many of the companies have their own recruitment process (Doepke, 2012). During the hiring process, the company recruits and eventually hire the most qualified candidates. In this section, as stated in the table below, it outlines the hiring process that Maryland Technology Consulting (MTC) has established for its candidates, the table as well evaluates on the specific duties of the responsible hiring board position. The table as well dictates how the improvised technological process will be done to meeting the requirements of the hiring process as well as the ways it will support and improve the continuation of the MTC hiring process. Finally, the table also contains the content and the purposes as well as the benefits of having the designed hiring process in MTC.
| MTC Hiring Process | |||
| As-Is Process
| Responsible MTC Position
| To-Be Process – How the system Will Support and Improve the hiring process
| Business Benefits of Improved Process (Align with MTC’s overall business strategy and needs.)
|
| 1. A recruiter receives an application from a job hunter via Postal Service Mail.
| Recruiter
| The system will receive an application via on-line submission through MTC Employment Website and store in the applicant database within the hiring system. | A more efficient submission process decreases the time needed to receive and begin processing applications. This will present a positive image to potential employees and help MTC compete for top IT talent. |
| 2. Recruiter screens resumes to identify top candidates by matching with job requirements from the job description. | Recruiter | The received applications go through the selection process in the MTC Employment databases. The system secludes the best match as per the requirements of the post. | The application process goes in with a quicker pace in the hiring process of the eligible applicants |
| 3. Recruiter forwards top candidates to Administrative Assistant via interoffice mail | Recruiter | The MTC database after the evaluation reveals the best and top qualifying candidates and displays them in the system’s screens. | The selection process done by the electronic system makes it easier to select the best suitable candidates, hence saving time in the hiring process. |
| 4. Administrative Assistant forwards candidates’ resumes and applications to the hiring manager for the position via interoffice mail. | Administrative Assistant | The recruiter stores the list of the candidates in the MTC systems and uses the companies’ mailing system to reach other expected recipients. | The electronic use makes it for the chances of reducing resumes being lost in interoffice mail or buried in emails. |
| 5. Hiring Manager reviews applications and selects who he/she wants to interview. | Hiring Manager | The hiring manager uses the electronic system to send applications that are best qualified. | The benefit realized in this is that there is saving time in reviewing the process; therefore, managers can quickly access the top candidates. |
| 6. The hiring manager sends an email to the Administrative Assistant on who he/she has selected to interview and identifies members of the interview team. | Hiring Manager | The other end of the hiring team that composes of the Administrative Assistance through the electronic system they can receive real-time updates and begin the selection of the candidates. | The sending and storage of file, as well as the process of hiring, is made easy. |
| 7. AA schedules interviews by contacting interview team members and hiring manager to identify possible time slots | Administrative Assistance | Data inputs into MTC databases are done for the purpose of the new hiring. | There is a fast reviewing process of the resumes by the hiring team since the electronic system has stored each and every detail within the new hiring system. |
| 8. AA emails candidates to schedule interviews. | Administrative Assistance | The electronic system is used to send a notification to the applicant who qualified for the interview. | Similarly, the applicant will receive a fast response from the organization as it is made electronically. They are therefore utilizing resources of producing hardcopy reports. |
| 9. The interview is conducted with the candidate, hiring manager, and other members of the interview team. | Hiring Manager and Interview Team | The interview is conducted with the candidate, hiring manager, and other members of the interview team. (Hiring System is not used for this step.) | n/a |
| 10. Hiring manager informs the AA on his top candidate for hiring | Hiring manager | The MTC electronic system enables easier collecting and processing of the interview data from the candidates | Ensures that only the top best applicants are hired. |
| 11. AA collects feedback from interviews and the status of candidates | Administrative Assistant | The electronic system is used to store the processed data from the conducted interviews, and selection is made on a suitable candidate for the position. | This ensures the delivery of the offer to the new hire and expects a quick and timely response. |
| 12. Administrative Assistant prepares an offer letter based on information from a recruiter and puts in the mail to the chosen candidate.
| Administrative Assistant
| The system enables AA to prepare job offer letter by storing the offer letter template and information on each candidate; allows AA to select information to go into letter and put it into the template, which can then be reviewed and emailed to the candidate. | A more efficient offer process presents a positive image to applicants and decreases the time needed to prepare an offer letter, and enables MTC to hire in advance of the competition. |
- Expected Improvements
The fundamental nature of work is changing digital platforms, automation, and other innovations. Understanding these shifts can contribute to the success of policymakers, business leaders, and workers (Rummler & Brache, 2013). A new information system will enhance MTC speed and efficiency to meet the high application levels expected after the company’s growth. The following table shows some improvements to be expected when the new hiring system is integrated into the current hiring process by MTC.
| Area | Current Issues (from the Case Study) | Improvements (due to use of technology) |
| Collaboration:
| The Hiring Manager states that recruiting is only one area he is responsible for, and he isn’t as responsive to HR as he could be. Therefore, he counts on the Recruiters to help manage the process and keep him informed. The current manual system causes considerable communication breakdowns and takes additional effort and time to stay on top of the hiring process. | An efficient system with all information in one place, easily accessible via a dashboard, and updated in real-time could make his recruiting job easier, and he could devote time to effectively working collaboratively and proactively with HR on his staffing needs. |
| Communications: Explain how a hiring system could improve internal and external communications | It is regarded by the recruiters that every operation in the company is time-sensitive. It is speculated that resumes and applications may be lost which would cause hiring managers to be unable to provide real-time updates about the status of the application | The main objective of internal communication is ultimately to inform employees of the developments affecting their organization and especially the projects that they engage in. It also focuses on external communication, which facilitates collaboration and cooperation between different stakeholders outside the official organizational structure. |
| Workflow: Explain how a hiring system could improve the MTC hiring process by providing a consistent structure for each participant to perform his/her part in the hiring process. | The hiring team claimed that during the hiring process, they felt to be outworked by the paperwork; they proposed a system to be designed that would streamline the process. | The new recruitment system will increase the role structure referring to the individuals involved in search of participants and to their roles. Designing a suitable search structure ensures that hire is made according to the organization’s needs, values, and capacities. |
| Relationships: Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees. | The company management claims that its main success is heavily linked to the organization’s ability to meet clients’ needs and competent clients to accomplish the needs. | Simplification of document follow-up and storage, real-time electronic updates through the recruitment system. |
References
Doepke, D. (2012). The part-timer primer: a teen’s guide to surviving the hiring process and landing your first job. Sammamish, WA: Timbrewolfe Publishing.
Rummler, G. A., & Brache, A. P. (2013). Improving performance: how to manage the white space on the organization chart. San Francisco: Jossey-Bass.