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Jobvite Case Study

Deborah Wittich
Deborah Wittich

The document summarizes the challenges faced by a growing company in recruiting talent and the improvements achieved through implementing a new applicant tracking system. It describes how the company struggled to fill roles as it won major contracts due to lack of automation and custom reporting in its old system. A new cloud-based ATS was selected, saving costs while improving metrics like referrals, retention, and time savings. Key wins included increased referrals, faster hiring, and ability to track sources and ROI through custom reporting.

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IN SIGHTS When we were smaller it was easy to fill these spots, but as we began to win major contracts, espe- cially over the eighteen months, we knew it would become more difficult to continually pull the high caliber talent to which we had become accustomed. - Brian Lebeau, CEO Inside 件 Background / Challenge 件 As Is Process 件 Post Implementation Wins 件 Current Process Overview This past February marked CSAs 11th anniversary. Starting from a company of two working out of our homes, growing to over 300 employees by the end of this calendar year and oper- ating out of four offices across the country has been a challenging and amazing journey. In the beginning, CSAs growth relied heavily on employee referrals. When we were smaller it was easy to fill these spots, but as we began to win major contracts, especially over the eighteen months, we knew it would become more difficult to continually pull the high caliber talent to which we had become accustomed. When our HR Director approached me with an in-depth analysis on a new tool, that not only saved us $9,000 annually, but could also scale with us as we continue to grow, I knew we had a winner, believing in our recruiting team. CSA San Diego: Talent Acquisition Case Study CHALLENGES Interview Process Reporting Ad-hoc paperwork Document Storage RESULTS Bottom-line Savings Increased Transpar- ency Increased Retention Faster Processing SOLUTIONS Upgrade Software Suite Custom workflows Custom reports
Hours spent on Administra ve Tasks for recrui ng in the San Diego O鍖ce due to a lack of automa on in FY13 for 70 Hires. BY THE NUMBERS Process Item Amount of Time Interview Processing (per candidate) for FY13 20 Minutes Weekly time spent transferring information 2 Hours Weekly time spent Candidate status updates 5 Hours Time per requisition creation 20 Minutes Weekly time spent Job Posting/Reporting: 20 Hours Overall time spent on End of Year Compliance: 160 Hours Background CSA San Diego opened its doors in 2004 with a team of one employee; by fiscal-year-end we had four people, and by the following year we were up to ten full-time employees. A lot has changed since our humble begin- nings; the San Diego office is now CSAs largest office, employing 154 employees out of CSAs 270 national employees. CSA SD experienced a major hiring increase during the summer of 2013, with the award of CSAs largest contract to date. Our newly implemented recruiting team knew changes needed to take place in order to establish the proper infrastruc- ture for a growing company; without losing the foundation that had origi- nally made us successful, our referrals and grass roots recruiting efforts. The SD Recruiting Team was (is) a recruiting team of one Challenges CSA was working with a dinosaur of an Applicant Tracking System that could not provide the automated functions nec- essary for a fast paced workplace. Additionally we lacked the ability to create custom reports for important HR Compli- ance efforts. More than anything, we had no basis to build an argument to leadership for the importance of an Employ- ee Referral Program or financial backing for marketing efforts due to an inability track sources and Return on Invest- ment (ROI). * Each candidate goes through 3 interviews yielding a total of 4200 minutes for the year. Weekly hours were calculated on 50 hours in the fiscal year. There were 70 requisitions for the 70 hires in this case study. ** Recruiting salary in FY13 $57,000
Post Implementation Wins CSA prides itself on efficiency, standard/repeatable processes, and a strong desire for continual improvement. These paramount values were nowhere to be found in the As Is Talent Acquisition Process, so with the coming of FY14 big changes were underway. A few Innovation Conferences, demonstration calls, and hours of research later the TA Team was ready to put their (lack of) money where their mouth was and implement a new Software as a Service ATS, Jobvi- te. The SaaS model was conducive for making on-the-fly workflow changes, automated alerts, custom reporting, and so much more. The end result was well impressive: 件 Through revamping our software suite we saved CSA $9,000 in annual reoccurring cost 件 Increased and began tracking metrics on Employee Referrals by enabling easy job sharing referrals and reporting capabilities 件 Employee referrals now account for 30% of CY14 hires and account for nearly 40% of candidates that make it into the CSA interview process 件 With rise of referrals, our Retention Rates have gone up as well from 71% to 88% 件 Interview processing time decreased by 15 minutes per interview. With 540 interviews to date for CY14, we saved 180 man hours (or 10,800 minutes) of processing time 件 Jobvite is self-service which meant no more time forwarding documentation and transferring date between hiring managers manually 件 The automated workflows prompted the next step in the interview process meaning time spent updating candidates on an ad hoc basis was no longer required! 件 End of Year report creation decreased to 40 hours 件 Requisition posting was no longer necessary as the tool took care of it 件 This allowed a part time employee to be re-deployed onto billable tasks! 件 Through Jobvites built-in job board network, we have received candidates from over 40 different job boards without having to manually post to them individually, including many boards specializing in diversity. 件 Requisitions now take under a minute to create (this was actually timed!). For 145 requisi- tions we saved 48 hours. 件 From the point of implementation to present, we have seen a huge spike in our brand awareness via our Glassdoor Employer profile 件 In October 2013 we had roughly 440 page views as of present we have close to 2000 page views Making Moves Out with the old and in with the * FY14 Salary = $60K
CSA Talent Acquisition Team Client Solution Architects, LLC 3570 Camino del Rio N/ Suite 305 San Diego, CA 92108 Point of Contact: Debbie Wittich Senior Recruiter (Acting TA Team Lead) (619) 977-7250 dwittich@csaassociates.com Visit us on the web at www.csaassociates.com PLACE STAMP HERE

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Jobvite Case Study

  • 1. IN SIGHTS When we were smaller it was easy to fill these spots, but as we began to win major contracts, espe- cially over the eighteen months, we knew it would become more difficult to continually pull the high caliber talent to which we had become accustomed. - Brian Lebeau, CEO Inside 件 Background / Challenge 件 As Is Process 件 Post Implementation Wins 件 Current Process Overview This past February marked CSAs 11th anniversary. Starting from a company of two working out of our homes, growing to over 300 employees by the end of this calendar year and oper- ating out of four offices across the country has been a challenging and amazing journey. In the beginning, CSAs growth relied heavily on employee referrals. When we were smaller it was easy to fill these spots, but as we began to win major contracts, especially over the eighteen months, we knew it would become more difficult to continually pull the high caliber talent to which we had become accustomed. When our HR Director approached me with an in-depth analysis on a new tool, that not only saved us $9,000 annually, but could also scale with us as we continue to grow, I knew we had a winner, believing in our recruiting team. CSA San Diego: Talent Acquisition Case Study CHALLENGES Interview Process Reporting Ad-hoc paperwork Document Storage RESULTS Bottom-line Savings Increased Transpar- ency Increased Retention Faster Processing SOLUTIONS Upgrade Software Suite Custom workflows Custom reports
  • 2. Hours spent on Administra ve Tasks for recrui ng in the San Diego O鍖ce due to a lack of automa on in FY13 for 70 Hires. BY THE NUMBERS Process Item Amount of Time Interview Processing (per candidate) for FY13 20 Minutes Weekly time spent transferring information 2 Hours Weekly time spent Candidate status updates 5 Hours Time per requisition creation 20 Minutes Weekly time spent Job Posting/Reporting: 20 Hours Overall time spent on End of Year Compliance: 160 Hours Background CSA San Diego opened its doors in 2004 with a team of one employee; by fiscal-year-end we had four people, and by the following year we were up to ten full-time employees. A lot has changed since our humble begin- nings; the San Diego office is now CSAs largest office, employing 154 employees out of CSAs 270 national employees. CSA SD experienced a major hiring increase during the summer of 2013, with the award of CSAs largest contract to date. Our newly implemented recruiting team knew changes needed to take place in order to establish the proper infrastruc- ture for a growing company; without losing the foundation that had origi- nally made us successful, our referrals and grass roots recruiting efforts. The SD Recruiting Team was (is) a recruiting team of one Challenges CSA was working with a dinosaur of an Applicant Tracking System that could not provide the automated functions nec- essary for a fast paced workplace. Additionally we lacked the ability to create custom reports for important HR Compli- ance efforts. More than anything, we had no basis to build an argument to leadership for the importance of an Employ- ee Referral Program or financial backing for marketing efforts due to an inability track sources and Return on Invest- ment (ROI). * Each candidate goes through 3 interviews yielding a total of 4200 minutes for the year. Weekly hours were calculated on 50 hours in the fiscal year. There were 70 requisitions for the 70 hires in this case study. ** Recruiting salary in FY13 $57,000
  • 3. Post Implementation Wins CSA prides itself on efficiency, standard/repeatable processes, and a strong desire for continual improvement. These paramount values were nowhere to be found in the As Is Talent Acquisition Process, so with the coming of FY14 big changes were underway. A few Innovation Conferences, demonstration calls, and hours of research later the TA Team was ready to put their (lack of) money where their mouth was and implement a new Software as a Service ATS, Jobvi- te. The SaaS model was conducive for making on-the-fly workflow changes, automated alerts, custom reporting, and so much more. The end result was well impressive: 件 Through revamping our software suite we saved CSA $9,000 in annual reoccurring cost 件 Increased and began tracking metrics on Employee Referrals by enabling easy job sharing referrals and reporting capabilities 件 Employee referrals now account for 30% of CY14 hires and account for nearly 40% of candidates that make it into the CSA interview process 件 With rise of referrals, our Retention Rates have gone up as well from 71% to 88% 件 Interview processing time decreased by 15 minutes per interview. With 540 interviews to date for CY14, we saved 180 man hours (or 10,800 minutes) of processing time 件 Jobvite is self-service which meant no more time forwarding documentation and transferring date between hiring managers manually 件 The automated workflows prompted the next step in the interview process meaning time spent updating candidates on an ad hoc basis was no longer required! 件 End of Year report creation decreased to 40 hours 件 Requisition posting was no longer necessary as the tool took care of it 件 This allowed a part time employee to be re-deployed onto billable tasks! 件 Through Jobvites built-in job board network, we have received candidates from over 40 different job boards without having to manually post to them individually, including many boards specializing in diversity. 件 Requisitions now take under a minute to create (this was actually timed!). For 145 requisi- tions we saved 48 hours. 件 From the point of implementation to present, we have seen a huge spike in our brand awareness via our Glassdoor Employer profile 件 In October 2013 we had roughly 440 page views as of present we have close to 2000 page views Making Moves Out with the old and in with the * FY14 Salary = $60K
  • 4. CSA Talent Acquisition Team Client Solution Architects, LLC 3570 Camino del Rio N/ Suite 305 San Diego, CA 92108 Point of Contact: Debbie Wittich Senior Recruiter (Acting TA Team Lead) (619) 977-7250 dwittich@csaassociates.com Visit us on the web at www.csaassociates.com PLACE STAMP HERE