Title/Name/Summary
Talent Acquisition Onboarding Software - Approval
History
Consistent with the principles of high performing organizations, a technology solution is needed to automate and streamline the processes that impact, village internal and external customers, managers and HR staff in recruiting and onboarding employees. A talent acquisition/applicant tracking and onboarding system will streamline the applicant process from job posting to hire. Our current processes need to be modernized to stay competitive in attracting and retaining qualified employees. Approximately 10,500 applications were processed in response to approximately 475 job postings between 2013 -2016. Each year the HR department works with hiring managers to recruit, hire and or rehire approximately 450 employees; of which approximately 125 are new hires and about 325 are seasonal hires or rehires. With the majority of our positions being part-time and seasonal we need to be able to get in front of potential candidates early and make it easy for them to apply.
Our current recruiting/applicant process is very manual, requiring an applicant to download an application, save it, then email or mail it to Human Resources. Applications are entered into an Access database, printed, copied and sent to managers for review, candidates are notified that their resume or application has been received however, because of the manual nature of the process; further candidate follow-up can be inconsistent. In addition, the onboarding process is also manual, this process includes coordinating pre-employment exams, background checks, completing regulatory and tax forms, and review and sign off on village policies. With the volume of activity associated with hiring employees, these manual processes are cumbersome, inefficient, and susceptible to errors, wasteful of time and paper.
A talent acquisition/applicant tracking system will assist staff to streamline processes, engage the right candidates, provide for automatic notifications to candidates throughout the full recruitment process, provide for transparency between managers and HR regarding the status of a position, support compliance, and monitor key metrics. Onboarding software, will streamline our current labor intensive, manual, and repetitive processes allowing for a more efficient employee friendly experience. This software will allow for new hires to complete all of their new hire paperwork online, coordinate pre-employment exams and other activities, review and sign off on Village policies online, provide for notification to the new hire, manager and HR regarding outstanding/pending items. Improved efficiencies like these are expected to decrease recruitment/HR costs, and increase overall customer satisfaction, performance, and time to focus on tasks that will directly impact overall effectiveness.
Staff evaluated several talent acquisition/applicant tracking and onboarding systems and recommends working with iCIMS. iCIMS can manage our entire talent acquisition lifecycle within a single SaaS application that will allow for data integration between current and future CRM and HRIS systems. Their focus on user-friendly technology and a customer experience has made them one of the largest and fastest-growing providers in the industry. iCIMS is privately-held, their growing customer base and strong financial success makes them a leader in the talent acquisition software category.
Staff participated in demonstrations of seven (7) talent acquisition and onboarding systems. The attached spreadsheet provides a list of the systems reviewed and the associated pricing. All of the systems have the capability to store and track resumes/applications, manage job postings, automate communication with candidates, maintain records, etc. iCIMS talent acquisition and onboarding system stood out to be the most robust of the systems and the easiest to use for the applicant, hiring manager, IT/system integration and staff. iCIMS is mobile optimized, integrated with social media, easy to access, has full candidate and new hire scheduling capabilities, sends and tracks automated emails, reminders, status updates, provides for electronic signatures, allows for the upload of resumes and or applications which are parsed into the system, easy and quick review of candidate information, allows for candidate searching and filtering, video interviewing, workflow managed at the HR level rather than of IT. iCIMS assumes responsibility for federal regulatory compliance. The system has a professional look enabling the village to present a modern image and build our brand with candidates and new hires. Videos can be included in both the talent acquisition and onboarding modules to assist in culture shaping.
iCIMS has 3,200 contracted customers in both the private and public sectors. Staff has contacted, the City of Vail Colorado and Yakima County, Washington which are public sector iCIMS clients and spoke highly of the talent acquisition module, the ease of use, the implementation process, and the customer support.
Financial Impact
First year costs include a $5,000 implementation fee, plus a monthly subscription fee of $1,500, for a total first year cost of $23,000. After the first 12 month period, the monthly subscription cost increases to $2,500, for a total second year cost of $30,000. iCIMS has agreed to begin implementation upon Board approval but will not require any payment until after January 1, 2017. The purchase of this software will be included in the FY2017 budget, subject to final Board approval.
Recommended Action/Motion
I move to approve a two (2) year agreement with iCIMS for implementation and monthly subscription services for the iCIMS Talent Acquisition and Onboarding System with the initial payment due after January 1, 2017.