Transitioning to a Paper-less Recruitment Process
The Government of Bermuda is the island’s largest employer with over 4,000 employees. In 2007, the Department of Human Resources (DHR) for this large workforce began searching for more modern and competitive ways to attract and hire qualified new talent. Before moving to an HR management software system in 2013, the department used spreadsheets and other inefficient manual processes to track its recruitment from advertisement to when the position was filled. The Government of Bermuda’s DHR also sought a more centralized and efficient way to source and manage its diverse workforce, which consists of roles as varied as school teachers, accountants, architects, engineers, estate surveyors, firefighters and various types of law enforcement officers.
DHR went through a rigorous government procurement process, starting in 2009, in which it accepted RFPs from HR system vendors both domestic and international. After reviewing product offerings and conducting interviews with vying parties, DHR recommended Lumesse, known as StepStone at the time, based on several key criteria. These criteria included an easy, common user interface, reporting components, the support of more flexible and efficient workflow processes, and positive references from existing customers. Beyond recruitment, DHR also wanted a holistic HR system that could provide modules for the end-to-end talent lifecycle including performance management, learning and development, and career and succession planning.
In the past, job candidates had to use slower methods of applying for Government of Bermuda positions, such as submitting applications either by hand delivering them or sending them through the postal service, and once received, the applications would have to go through time-consuming manual processing steps before the recruiters could review them. Then, the recruiter would have to use the same inefficient processes to respond to the applicant, costing valuable time and increasing the risk that qualified candidates might lose interest or find another job.
The benefits of Lumesse’s TalentLink start with the system’s ability to facilitate the creation and approval of job requisitions, which it does with a flexibility that supports Bermuda’s oft-changing approval workflows. The value then shifts to the job applicant. As a general practice across the globe, applicants often exit an application process when the form (whether printed or online) is too long or complex. The shorter and easier the online application form, the better assured the user experience (UX). TalentLink provides this brief and reliable UX, enabling candidates to easily complete and submit the application form. In the past, applicants interested in five positions within the Government of Bermuda would have had to complete five different application forms. “They don’t have to come in and fill in forms,” explains Marie Burgess, Systems Support Officer, Department of Human Resources. “They can sign in, create or update their profile, and then just hit submit for each job. They can do it from home, day or night, and it’s more convenient.”
Bermuda cited TalentLink’s overall flexibility as another critical advantage. The large variety of positions Bermuda has to recruit for necessitates multiple workflows. A self-sustained recruitment system would allow it to tailor each application form and process, without adding time or cost whenever a customization was required.
With TalentLink, the time previously spent on the manual delivery and processing of incoming applications and/or resumes is reduced through near-real-time digital transmission and automated notifications. This empowers Government of Bermuda recruiters to immediately know of a candidate’s interest and have the ability to more quickly respond to promising talent before rival employers snatch up these individuals, or the applicants lose interest. This additional system capability solved the problem the Government of Bermuda was having with the timely receipt of applications and/or resumes from qualified candidates.
Results: Realising the benefits
With the shift from paper to electronic application forms, the Government of Bermuda undertook some extra measures to ensure applicants who did not own a computer or who possessed low computer literacy skills had the opportunity to apply for its jobs. To complement its help desk efforts, it liaised with the local library and college to provide public computer terminals where applicants could apply and where technical assistance would be available. According to Marie Burgess, Systems Support Officer, this learning experience, together with the personalized customer service, was much appreciated by the applicants.
The appointment of a small, but dedicated internal project team can accelerate the time in which an HR system delivers return on investment, according to Bermuda. With some of the HR professionals and the only IT professional performing their regular jobs full-time, time to value can potentially be delayed. But once the recruiting system was deployed, following the retirement of one of DHR’s staff members, Bermuda has to date realized cost savings toward recruitment of almost $225,000, which excludes any additional cost efficiency calculations achieved through improved process flow.
SizeNumber Of Employees: 4,000+
ChallengeTransition to a digital recruitment process.
Centralize the sourcing and management of their diverse workforce.