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Copyright © 2003 Americas’ SAP Users’ Group
Duval County Public Schools goes paperless for Recruitment!Vicki Reynolds – Assistant Superintendent Lynn White – Senior Business Analyst
Monday May 19th 2003
Implementing e-Recruitment
Business Case
Technical Overview
Lessons Learned
Product Demo
Where we were….• Paper driven
− Paper forms submitted via mail− Manual input of minimal data in SAP− Paper file on applicant− High call volume regarding status of application− Principals have to come to the office to see
applications− Applicants complained of burdensome paper process
• Workflow− Labor intensive processes− Limited data captured in SAP− Limited reporting/searches
Business Requirements (web)
Implement a paperless recruitment solution Capture applications over the web (streamline
transactions, web enable forms, improve service)
Track how applicant is found to analyze effectiveness of advertising sources
Capture different information based on applicant type (teachers, civil service, admin, students)
Store applicant attachments (e.g. resumes) directly in SAP (paperless)
Provide online applicant feedback: transcripts received, certification check, application date
Post jobs and job description from SAP (single database)
Business Requirements (Query)
Provide principals/staffing with real-time data Query tool to search for applicants real-time
Minimal training – web based GUI
Add comments in SAP and show in query
Flag high potential applicants (bookmark)
Attach paper docs (e.g. MS word, scanned transcripts) to applicant in SAP and make available in Query tool
Provide Admin functionality: e.g query on transcripts received
Additional Software Requirements
SAP Integration: no additional databases and security profiles to maintain (secure investment in SAP)
Robust software: handle many concurrent users without system deterioration
Centralized upgrade and maintenance
Dedicated support and SAP approved vendor
Easy to customize - to include additional SAP fields/info
Technical Overview
Technology/Infrastructure Duval County Public School software standard: Microsoft
OpenHR offered different architectures for the recruitment web site (real time, asynchronous). We choose a combination of real time and asynchronous:
Query tool: is hosted on an internal web server and connects to the SAP server via the DCOM to fetch real time applicant data
Web site: Asynchronous solution with SAP3.1i as single DB: Each application is stored as an xml file and uploaded nightly
via FTP into SAP Possible entries for the drop downs are not hard coded in the
web forms but are refreshed nightly from SAP Jobs and job descriptions are refreshed nightly from SAP Applicant status is refreshed on the web from SAP The web server is placed in a DMZ and secured by a Firewall
and additional software
Project timelines
Core HR1999
SAP Upgrade 4.7Go-live July 1,2004
OpenHR 4 months (2003)
Project phases
Prototype
Functional Design
Detailed Design/Development
Integration Testing
Training
Support
Development
Installation/configuration Web servers/firewall
Installation OpenHR architecture
SAP: HR recruitment module
Flexible data mapping (e.g no IT105 for email)
Qualification catalog (applicants/jobs)
Job descriptions
Custom Certification infotype
Additional configuration (e.g. extra possible values for fields)
SAP: Security profiles for query tool
SAP: Review/analysis SAP R.4.7 mapping for upgrade
Lessons Learned
Challenges/Lessons Learned
Automating end-user tasks reveals data and configuration anomalies
IT security [firewall issues]
SAP 3.1i coding challenges [apply patches]
New “back end” audit and exception processing steps needed to be designed
Supporting end users as new service area for HR staffing
Flexible SAP mapping of applicant info [e.g. certification information, email address]
Short delivery time and simultaneous SAP upgrade project
What went well
SAP remains single source of data. Optimal use of SAP system (no additional databases, external security profiles to maintain).
Dedicated functional and development resources Solicited user input early in analysis/design Strong management buy-in and support Reliable onsite and remote support via secure dial-in
connection Build Workflow/Change management into first release Ability to customize transactions without modifying core
ERP system Delivering “minimum Training Required” applications Involved business support staff during post-
implementation support Incremental implementation Analysis of impact on SAP 4.7 upgrade and mapping
What we would do differently
Allow additional time for integration of recruitment application with additional secure web server software (SecureIIS, HTTPS) and Firewall
Develop “back end” audit and exception processing procedures earlier
Allow more time for integration testing
Ensure proper technical (DCSB) support from the beginning of the project.
Product demo
Intuitive wizard Status online Maintain online Portals Attachments
Live from SAP Drop downs, jobs, job info
Advanced job search Applicant assigned to job(s) Spontaneous application
Job Posting and Search
Resume Collection and Maintenance
Recruitment Web site
Requirements IT 1001
Expanded Requirements
Job Description IT 1002 Subtype 9005
Post Date and Closing Date
Qualification Catalog
5 AP_APPL.CAT. APPLICANT CATALOG 4 AP_INTEREST APPLICANT AREAS OF INTEREST 4 AP_CERT.AREA APPLICANT CERTIFICATION AREAS 4 AP_EXTRACURR APPLICANT EXTRACURRICULAR AREAS 4 AP_JOB_QUAL APPLICANT JOBS AND QUALIFICATIONS 4 AP_LANGUAGE APPLICANT LANGUAGES SPOKEN 4 AP_INS.LIC. APPLICANT LICENSES-INSTRUCTIONAL 4 AP_LIC_CERT APPLICANT LICENSES/CERTIFICATES 4 AP_OTHER APPLICANT OTHER POSITIONS OF INTEREST 4 AP_REGION APPLICANT REGIONS OF INTEREST
• Query live SAP• Advanced query• Save query• View resume online• Add comments• Flag high potential applicants• Attachments
OpenHR Query builder
Copyright © 2003 Americas’ SAP Users’ Group
Thank you for attending!
Please remember to complete and return your evaluation form following this session.
Session Code: [2104]
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