FLCUPAHR Summer Conference

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CONVENIENCE CANDIDATES
SPC Online Application System Streamlines
Employment

• FLCUPA-HR Summer Conference
• Monday, June 12, 2006

Presented by William Haun Sr. Web
Analyst/Programmer, Web Instructional
Technology St. Petersburg College haun.william_at_spc
ollege.edu Patty Jones Associate Director, Human
Resources St. Petersburg College jones.patty_at_spcol
lege.edu
July 12, 2006
FLCUPA-HR Summer Conference
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AGENDA

• Where St. Petersburg College has been
• Progress in Technology
• Improvements for Human Resources staff
• Improvements for Applicants
• Improvements for Hiring Managers/Reviewers
• Success
• The future for SPC

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Where St. Petersburg College Has Been

• Paper-and-pencil application system completely
  replaced by online system
• The first online system was a step forward, but
  still lacking

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Progress in Technology
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Progress in Technology

• New web-based system implemented using PHP and
  SQL Server
• Pros- access from anywhere- easier to maintain
  and update- much more user-friendly and secure
• Cons the web browser nightmare

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Progress in Technology

• Why Security Matters
• Your clients trust you with their personal data.
• YOU are responsible for its safe-keeping.
• 2004 ChoicePoint system security breach exposes
  140K consumers
• 2005 1.2 million federal employees' SSNs and
  account information lost by Bank of America
• 2006 26.5 million veterans Personal Data stolen

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Progress in Technology

• Why Security Matters
• Florida Security Breach LawHB 481, signed June
  14, 2005, Chapter 2005-229.Effective July 1,
  2005.
• Requires notice within 45 days to consumers of
  material breach in the security, confidentiality
  or integrity of computerized, unencrypted
  personal information held by a person who
  conducts business in the state. Fines are
  imposed for each day after 45 that the breach
  goes undisclosed. 1,000/day, then
  50,000/month, and up to 500,000 after 180 days.

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Progress in Technology

• Security Details
• 128-bit SSL encryption for data connections
• Separate RC4 encryption for SSN storageEncrypted
  SSN looks like this î½th
• HR Hiring Manager access via Microsoft Active
  Directory
• Restrictions on who can see SSNs(XXX-XX-6591
  format for non-HR viewers)
• Session timeout on public computers

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Improvements for Human Resources Staff

• Improved Workflow, Increased Productivity
• Ease in posting and editing faster and more
  accurate
• Easily searchable (position number, first or last
  name, type of position, date of application,
  address, phone, FT/PT, application confirmation
  )
• Ability to sort positions/applications multiple
  ways
• HR can remove applicants who do not meet the
  minimum qualifications (managers/reviewers never
  see them)
• HR and Equity office both tie in to system
• Can easily check every position for which a
  person has applied
• Easily e-mail applicant if he/she is missing pool
  authorization card or application
• Homegrown system meets SPCs unique needs bugs
  can be fixed and features can be updated quickly

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FLCUPA-HR Summer Conference
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Improvements for Human Resources Staff

• Automation
• open date allows job to be posted in the system
  ahead of the date its actually live to the
  public
• review date triggers a reminder for HR to
  review applicant pool for diversity before
  authorizing the system to forward it to the
  equity officer
• system-generated e-mails remind key players of
  the status of positions
• Automatically archives old positions,
  applications and pool authorization cards
• Employment Verifications are much easier to
  collect

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TOP TEN Application Bloopers
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TOP TEN Application Bloopers
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• Applicant for Computer Support Specialist
  position
• has commuter experience

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TOP TEN Application Bloopers
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• "Experienced supervisor, defective with both
  rookies and seasoned professionals.

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TOP TEN Application Bloopers
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• "I need just enough money to havepizza every
  night."

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TOP TEN Application Bloopers
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• "I'll need 30K to start, full medical, three
  weeks of vacation, stock options and ideally a
  European sedan."

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TOP TEN Application Bloopers
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• "Please don't regard my 14 positions as
  job-hopping. I never once quit a job."

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TOP TEN Application Bloopers
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• "I prefer informality like wearing sports shirts
  and sandals for footwear in the summer. I prefer
  setting my own pace. When things get slack I like
  the right to walk out and get a haircut during
  working hours."

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TOP TEN Application Bloopers
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• "Consistently tanked as top sales producer for
  new accounts."

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TOP TEN Application Bloopers
3

• "I am quick at typing, about 25 words per minute,
  35 with caffeinated coffee."

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TOP TEN Application Bloopers
2

• "Being in trouble with the law, I moved quite
  frequently."

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TOP TEN Application Bloopers
1

• "Seeking a party-time position with potential for
  advancement."

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Improvements for Applicants

• User-friendly postings
• HR Employment web page and the application forms
  are much more browser compatible
• Easy options for type of listings to view
• Consistent formatting
• Links to position descriptions
• Status color codes
• Listings RSS feed
• Clear and secure application process
• Personal information is much more secure
  (public/private computer, SSL, encrypted SSN)
• Ability to add more employers, references,
  degrees, etc.
• Shows progress as applicant moves through the
  application ability to go back at any point

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Improvements for Applicants

• Review and Confirmation
• Gives applicant a printer-friendly view of the
  completed applications before submission
• Sends applicant a confirmation e-mail after
  submission
• System remembers key information
• Basic contact information automatically pours
  into pool authorization card from application
  (and vice-versa)
• Remembers if applicant has, within the last 6
  months, submitted the correct application for the
  classification of position indicated by pool
  authorization card (and tells applicant)

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Improvements for Hiring Managers/Reviewers

• Real-time, 24/7 online access to fully updated
  pools
• Employment Verification Form is populated from
  the application and prints by clicking an icon
  right on the application.
• Applications are more compact and legible
• Can see applicants résumé on the application

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Success

• In Human Resources, improved workflow means
  increased productivity
• HR dropped off the colleges internal security
  risk list
• Increased goodwill between HR and hiring
  managers/reviewers

It still thrills me how wonderfully this
works. - Executive Staff Assistant Really
like the compact format of applications. -
Director, Web Instructional Technology Services
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Success

• In Human Resources, improved workflow means
  increased productivity
• HR dropped off the colleges internal security
  risk list
• Increased goodwill between HR and hiring
  managers/reviewers

Truly liked the single-click capability of
getting the details about any given position. -
Applicant As a manager, I did not have to wait
for hard copies of applications to be mailed to
me.  I could review them on-line and only print
the ones that I felt were qualified to be
interviewed. - Hiring Manager
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Success

• In Human Resources, improved workflow means
  increased productivity
• HR dropped off the colleges internal security
  risk list
• Increased goodwill between HR and hiring
  managers/reviewers

• I like the ability to share information with
  interview teams without killing a thousand
  trees.
• Provost
• If a new applicant comes in after the close date
  you can still view it and not wait for HR to send
  a new batch.
• - Hiring Manager

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Success

• In Human Resources, improved workflow means
  increased productivity
• HR dropped off the colleges internal security
  risk list
• Increased goodwill between HR and hiring
  managers/reviewers

• The old process took too long to share
  applications... The new process allows us to
  respond in a more timely manner.
• Associate Provost
• I like the 'at-a-glance' aspect of color
  utilization to indicate status .
• - Applicant

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The Future for SPC

• Ability for HR and applicants to update
  applications
• Record and track which applicants were
  interviewed and which were hired
• Automatic generation of thanks but no thanks
  e-mails to applicants not hired
• Automatic notification to hiring managers that
  new applicants are in the pool
• Daily/weekly summary of job opening activity sent
  to hiring managers
• Robust reporting features to track applicant
  trends (demographics, how heard about the job)

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Question Answer
Presented by William Haun Sr. Web
Analyst/Programmer, Web Instructional
Technology St. Petersburg College haun.william_at_spc
ollege.edu Patty Jones Associate Director, Human
Resources St. Petersburg College jones.patty_at_spcol
lege.edu
July 12, 2006
FLCUPA-HR Summer Conference
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• 2003-2007 Project Eagle II 4,470,750
• 2004-2007 Project Eagle I B 1,491,150
• 5,961,900

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• Three congressional awards worth over
• 10 million
• To build a national model for
• increasing access for students and workforce
  training
• education anywhere, anytime

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http//www.spjc.edu/eagle/
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eCampus Growth

• In seven years, Project Eagle has propelled SPC
  eCampus into phenomenal growth.
• Over 17,000 students enrolled Spring 2006
• Offered 544 sections
• Offered 321 different courses