eGovernment Integration Seminar 8 June 2005 Case Study

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eGovernment Integration Seminar8 June 2005 -
Case Study

• Publicjobs.ie
• Integration Experience
• Patricia OGrady,
• Head of Business Development

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Presentation Overview

• Who we are our position in the market
• Why e-Recruitment - changing the recruitment
  business
• publicjobs.ie our vision
• Integrating publicjobs.ie impact on staff
• Challenges and learning points
• How publicjobs.ie has made a difference

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Who we are our position in the market
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Who we are ...

• Roles and responsibilities
• Recruitment and Assessment
• Promotions / top level appointments
• Broader HR advisory services
• Labour market research / job analysis projects
• Volume of business
• 50,000 applicants per year 6,000 jobs filled in
  80 public service organisations

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Inside the Pressure Cooker

• Probity Ethos

S M I
Market Forces

• Customer focussed
• Competitive
• Flexible
• High Probity
• e Business

• High Probity
• Low Delivery
• Inflexible

Business Ethos
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Our Solution

• Strategic shift from probity/process focus to new
  business ethos.
• New Service Delivery Model
• Speed to market/ process times
• Interactive e-business
• Staff involvement/Partnership
• Process Mapping/Streamlining

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Currently

• New Recruitment Legislation
• Regulator - Commission for Public Service
  Appointments
• Increased recruitment options available to
  Government Department and Offices
• Highly competitive recruitment market

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The recruitment market in Ireland

• In growth phase following downturn of 2001-2003
• Near full employment
• Currently approximately 450 recruitment agencies
  in Ireland
• All players depend on a strong web presence for
  business
• Emergence of strong niche e-recruitment players

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• Why e-Recruitment

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A Changing Media Market

• Consumers are using more information channels
• 60 of European consumers use internet for job
  and property research
• New communication channels keep growing
• Nine percent of Europeans now have broadband,
  doubling the time they spend online to 12 hours
  per week

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Changing Job Seeker Behaviour

• Online Job seeking is now used by over 600,000
  people in Ireland
• This accounts for 30 of the working population
• Online Job seeking has grown by 76 in the last
  two years alone

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Opportunities in e-recruitment

• Streamlined
• Simplified
• Standardised
• Secure
• Delivering value

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Our Vision for publicjobs.ie

• For PAS management and staff
• For our clients
• For our candidates

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Key Steps

• Static web site launched 2001
• Secure on-line job application service, 2002
• Additional candidate facilities, 2003
• New client facilities, 2004
• CAF, 2004
• e-Testing,2005
• Full suite of integrated services, end 2005

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Publicjobs.ie delivering

• Significantly reduced timescales
• Cost savings
• Immediate access to real time information/communic
  ation
• Effective screening processes
• Streamlining management of applicants

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• Integration - The people issues

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Staff Involvement

• Involved People (training, key players)
• New Culture - OK to challenge settled approaches
  encouraging fresh thinking
• Process mapping
• Identifying value-adding tasks
• Eliminating non-value adding task
• Quantifying and time-basing all activities

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Feedback from our staff

• Questionnaire administered to 60 staff directly
  involved in Recruitment and Selection activities,
  who all had exposure to the new technologies.
• 80 returned.
• Four main areas covered
• Organisational support
• Management/Team support
• Perceived usefulness
• Personal Confidence

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Organisational support

• PAS were found to be very supportive towards
  change and staff had confidence in the work done
  by the organisation
• Staff felt that using new technologies improved
  the image of the organisation
• Staff felt that there were insufficient rewards
  for utilising new technologies

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Management/Team support

• . Staff felt that there was strong support from
  managers for using new technology and that they
  are kept up to date on its introduction
• Approximately half of staff felt that they had
  sufficient time, energy and resources to
  implement new technologies
• Only half felt that they got a good understanding
  from their managers how the systems might help in
  everyday activities

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Perceived usefulness

• The majority of staff were fully aware of what
  systems are available and what they can and cant
  do.
• Staff felt that the systems will help them
  provide a better and speedier service to clients
• Half of respondents felt that using these systems
  had resulted in less work for them and under half
  felt that it freed them up to concentrate on
  other things

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Personal confidence

• The majority of staff felt confident and
  competent enough to use the new systems
• Although the majority of participants felt they
  could cope with the pace of change, 65 responded
  either neutrally or agreed that their workload
  was often overwhelming
• 35 responded either neutrally or disagreed that
  they were confident they use the new systems to
  their full potential

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Learning Points

• Measuring return on investment
• Importance of recognition and reward
• Need for support and training
• Further integration of systems and processes is
  necessary
• Retaining the human touch
• Benchmark our developments against our competitors

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• Challenges

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Challenges specific to online developments

• High visibility
• Meeting accessibility guidelines
• Fulfilling statutory Irish language requirements
• Importance of good design
• Being innovative while not being too different
• Job seekers not satisfied with their experience

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Challenges specific to PAS

• To utilise our staff and technology assets in the
  best possible way.
• To design/build flexible information and systems
  to meet and support changing business
  requirements.
• Continue to meet exceed Benchmarking levels
  with other public and private sector recruiters.

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Challenges specific to PAS

• Keeping pace new developments in new/emerging
  market
• Integrating new solutions with legacy systems
• Building client confidence
• Establishing a profile for publicjobs
• Improving business performance
• Bringing staff with us

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Monitoring effectiveness of e-recruitment

• Accessing the web- location
• Accessing job opportunities
• User friendliness of publicjobs
• Time spent completing application process
• Comparison with other recruiters

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Web source of job information
Graduate Recruitment
Garda Recruitment
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Profile of publicjobs.ie
Ratings Graduate Competition
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• Results/Lessons

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The results so far

• Excellence through People
• Best Companies to Work For
• Organisational confidence
• Public service perception / image
• Client organisations (e.g. other Departments)
• In the jobs marketplace (e.g. with students)

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The results so far

• More customer focused, efficient
• Secure, solid, scaleable platform for future
  development

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Key Lessons

• Vision leadership
• Motivated people / right team
• Momentum from a quick and visible win
• Capability of staff to respond
• Right tools
• Celebrating success
• Sharing credit

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Continuous focus on ...

• Customer
• Business ethos
• e-Solutions
• Staff involvement development

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Going Forward

• Business transformation project underway
• Common and secure employee access to all PAS
  services
• Extend the range and scope of options for client
  self service
• Extend the range and scope of candidate self
  service
• Meet tomorrows business challenges

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Post on-line

• Emerging trends
• Gearing up for post on-line phase

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