Innovative Business Improvement and Application Consulting Firm Offers Automated Job Application Process

OverviewCustomer ProfileOHC, LLC is a large holding company with ownership of several companies involved in managed services, and hardware and software sales. OHC offers shared HR, IT, and financial services to its subsidiaries.

Business SituationOHC’s HR department wanted to reduce costs of their shared services by using Microsoft SharePoint Online, but also needed to publish job positions on the Internet and allow applicants to apply for these jobs through the Web. access to Internet sites and custom functionality are not allowed in the Microsoft Online Services environment, so OHC needed a customized solution that offered Microsoft Online and public Web access.

SolutionThoughtBridge developed a solution for OHC that uses SharePoint Web services, workflows, and Exchange Online coupled with Business Productivity Online Suite Standard integration built into their ThoughtBridge Internet Service Bus. This integration enabled them to link Internet-facing and on-premise Line of Business applications with Business Productivity Online Suite.

Benefits Business Productivity Online Suite

turnkey solution Advanced functionality usually

found in more expensive HRE systems

Limitless levels of enhancements to accommodate complex business

“Companies want to take advantage of Microsoft Online Services, but they also need extended capabilities to address the unique needs of their organizations. Our CloudBridge framework enables customers and partners to build custom applications on top of Microsoft Online Services that cater to how they do business.”Tim Tisdale, CTO, ThoughtBridge

OHC, LLC is a large holding company that owns a variety of hardware and software sales and managed service companies. One of the benefits they offer their subsidiaries is shared HR, IT, and financial services. OHC was challenged to find a better employment application and hiring process. They had been using Lotus Domino server, but they decided to migrate to Microsoft® Online Services Business Productivity Online Suite to better manage their information for recruiting, interviewing, and employee provisioning. However, their need for an end-to-end job application solution required Microsoft Online Services plus additional customized functionality, which included .NET code and Internet sites for posting information to a careers page.OHC hired ThoughtBridge, a Microsoft Gold Certified Partner, to develop a custom end-to-end HR solution that automated OHC’s entire employment application, hiring, and new hire provisioning process. Using their CloudBridge framework, they designed a solution that integrates with the Business Productivity Online Suite Standard, enabling OHC to transparently integrate processes, people, and technology between on-premise systems, the Business Productivity Online Suite, and the public Web.By leveraging Microsoft SharePoint® Online and Microsoft Exchange

SolutionThoughtBridge has created a new framework based on the .NET Framework 3.5 called CloudBridge, which allows Business Productivity Online Suite customers to use hybrid applications that transparently integrate people, processes, and technology both inside and outside Microsoft Online.

Using CloudBridge and Business Productivity Online Suite Standard, ThoughtBridge rapidly developed an end-to-end HR solution that automated the entire employment application, hiring, and new hire provisioning process.

The customer was running Domino server, but they decided to migrate to Microsoft Online Services, where they could use Business Productivity Online Suite to manage the information for recruiting, interviewing, and employee provisioning processes.

However, the business requirements for an end-to-end job application solution required capabilities beyond Microsoft Online Services Business Productivity Online Suite. Of particular concern was the need to use custom .NET code and anonymous Internet sites for posting information to a careers page.

The first component of this solution provides the ability to manage job requisitions and automatically post approved job openings on an anonymous Internet site. This component, called the Job Application Manager, is illustrated below.

The Automated Job Application Workflow

The workflow was built using SharePoint Designer without any custom coding. As depicted in the following illustration, the job application process comprises seven main steps:

Hiring Manager Creates New Job OpeningIn SharePoint Online, a hiring manager creates a requisition and submits it for a series of required approvals.

HR Reviews and Approves Job OpeningThe submission automatically triggers a workflow that creates a task and sends an e-mail via Exchange Online for HR to review the requisition. After HR reviews the job particulars, including legal requirements, job description and salary, the requisition is approved.

Job Is Posted On the InternetUpon approval, the Internet-facing Web site reads and displays the SharePoint Online job descriptions using SharePoint Web services. Features include the ability for HR to turn on or off additional information about the job using out-of-the-box SharePoint views.

Applicant Applies for JobFrom the Internet site, an applicant discovers the job posting and submits a resume with contact information through the online form.

The applicant information is then routed through CloudBridge to the company’s Job Applicant Information site, and HR receives an alert that a new application has been received. HR can then review

Applicant info is checked against local HRS System

HR reviews applicant’s information and imports it into SharePoint Online

Hiring manager receives qualified applicant interview request in

SharePoint Online

Job is posted on the Internet

HR approves job opening in

SharePoint Online

Hiring Manager creates new job opening in SharePoint Online

Applicant applies for Job

CloudBridge Framework

CloudBridge Framework

1 2 3 4

567

Automated E-mail notificationvia Exchange Online

the details and import the application into SharePoint Online.

Applicant Is Prescreened by HRS SystemUsing workflow and CloudBridge, metadata from the online application is compared to the applicant’s history stored in an on-premise HRS database in order to determine whether they are a former employee, have passed or failed background checks, or other criteria. If a match is found, additional metadata from the HRS system is attached to the applicant data.

HR Reviews Applicant’s ApplicationAn alert is received by HR that an application has been filed. The HR manager reviews the applicant’s resume, and, if the resume meets the initial job requirements, HR imports the job application into SharePoint Online and invites the candidate to participate in the interview process.

Applicant information is stored in a SharePoint Online list with resumes offered as attachments to the applicant’s resume list item.

Hiring Manager Receives Qualified Applicant Interview RequestThe hiring manager is notified by an automated e-mail that there is an applicant who has met initial criteria. Depending on the desired workflow, the system could access the hiring manager’s, HR’s, and other hiring stakeholders’ calendars to propose a Live Meeting where the hiring team could discuss the applicant’s resume.

Solution Development and ImplementationThoughtBridge has traditionally maintained and created its own services cloud, offering a variety of services to fulfill customers’ collaboration and business needs. With the release of Business Productivity Online Suite, ThoughtBridge wanted to offer these same services to customers using Business Productivity Online Suite.

ThoughtBridge developed a framework called CloudBridge that uses a combination of .NET components and SharePoint Web services to: Programmatically deploy

features and functionality from the ThoughtBridge cloud

Enable information in the Business Productivity Online Suite to be shared and acted upon by external partners, customers, and others

Extend functionality such as complex workflows and data interactions outside the Business Productivity Online Suite

Designing the Customized SolutionDeveloping the automated employee application and interview solution was similar to developing a typical process automation project, with an

additional task of classifying requirements into two categories: Information living in the Business

Productivity Online Suite Information living in the

ThoughtBridge cloudThoughtBridge used their CloudBridge framework to merge the two different classifications into a single hybrid application that provides a seamless interface to the end user.

Total project development time was less than 350 work hours for the entire team. A typical solution with this functionality developed without the Business Productivity Online Suite and tools would have required over 500 work hours.

The illustration and following steps summarize the development sets, tools, and techniques ThoughtBridge used to create their unique solution.

Step 1: Initial Intranet DeploymentDeployed "HR in a Box" in the Business Productivity Online Suite:1. Registered and configured

Microsoft Online for the customer.

2. Configured security.3. Deployed “HR in a Box” as a

new site collection. The Intranet in a Box framework

includes a custom master page, prebuilt site taxonomy, and customized lists. This framework is included at no cost with any CloudBridge offering. The framework can be enabled within Microsoft Online Services using the CloudBridge framework.

Step 2: Brainstorm with CustomerConducted Interactive Thought Sessions (ITS) with the customer:1. Configure HR site any custom

designer workflows2. Configure security3. Identify business requirementsInteractive Thought Sessions are a unique methodology at ThoughtBridge that unleash the power of Microsoft SharePoint Online. Using built-in lists, libraries, workflows, as well as SharePoint designer, the site functionality was carefully and accurately mapped to how the customer does business.

Step 3: Define Technical RequirementsRequirements identified for Business Productivity Online Suite versus the ThoughtBridge cloud:1. Business Productivity Online

Suite configuration requirements

2. ThoughtBridge cloud development requirements

Technical requirements that did not meet the qualifications for the Business Productivity Online Suite were tagged for being built in the ThoughtBridge cloud.

Step 4: Initial DevelopmentParallel configuration and development activities started:1. ITS sessions to configure the

HR site in real time with the customer

2. Custom data and XML configurations using SharePoint Designer

ProductionApplicant Information Site

§ Exchange Online§ SharePoint Online§ Office Live Meeting§ Exchange Hosted

Filtering

Internet

Microsoft Online Services Login

J ob ApplicationMicrosoft Online Services

Customer in HR

ThoughtBridge SaaSApplication

§ Custom Development§ Extended Workflow Logic§ Client Care Services§ Migration Services§ Internet-facing Content§ Business Intelligence§ Reporting

Job Applicanton Internet

Customer Internet Site, Jobs Board Site

Business Productivity Online Suite Domain

Intranet Site“HR-in-a-Box”

WSS Web Services

CloudBridge Framework

Customer On-Premise HR Application

WSS Web Services

BusinessProductivityOnline Suite

BusinessProductivityOnline Suite

ThoughtBridgeSaaS Application

J ob Application

3. .NET development and UI activities executed in the ThoughtBridge cloud

Step 5: Connecting the CloudsConnect Business Productivity Online Suite and the ThoughtBridge cloud to CloudBridge:1. Business Productivity Online

Suite connection2. ThoughtBridge cloud

connection3. Triggers and dependencies

activated using .NET and Web services tuned and secured for cloud performance, reliability,

and securityBenefitsCustomer BenefitsUsing Business Productivity Online Suite and CloudBridge, customers can now: Reduce or eliminate internal

infrastructure and support costs

by using Business Productivity Online Suite

Continue to use important information held in on-premise systems

Maintain the capability of accessing customized software to satisfy business needs while retaining the advantages of Microsoft Online Services

Cut through the traditional “red tape” and resource barriers that slow the release of new innovations to the marketplace

Partner BenefitsBy working with Business Productivity Online Suite Standard to create customized applications for their customers, ThoughtBridge can: Reduce time to market for new

cloud-based applications

Create new revenue channels Extend services into existing

customers Broaden the market geography Create new solutions for the next

generation of products

Introducing the Business Productivity Online SuiteMicrosoft Online Services provide software delivered as a hosted service directly from Microsoft data centers, managed by Microsoft staff and with a 99.9 percent Service Level Agreement.

These standardized solutions are designed so that partners can rapidly deploy services to their customers at a low, up-front investment with predictable, recurring costs.

The all-new Business Productivity Online Suite provides streamlined communications, simplified management, and business-class reliability and security.

The Business Productivity Online Suite includes the following services, which can be purchased on a monthly subscription basis either separately or as part of a suite:

Microsoft Exchange Online, based on Microsoft Exchange Server 2007, offers businesses e-mail, calendaring, other messaging-based capabilities, and archiving. It also enables coexistence, which allows new online users to interact with users on local servers.

Microsoft SharePoint Online, based on Microsoft Office SharePoint Server 2007, provides a single, integrated location where employees can efficiently collaborate with team members, find organizational resources, search, and manage content and workflow.

(Introducing the Business Productivity Online Suite, Continued)Microsoft Office Communications Online enables people to communicate easily with their colleagues across locations and time zones via instant messaging (text), voice, and video.

Microsoft Office Live Meeting is a hosted Web conferencing service that connects people in online meetings and events via an enterprise-class hosted service.

Microsoft Exchange Hosted Filtering protects businesses’ inbound and outbound e-mail from spam, viruses, phishing scams, and e-mail policy violations.

About the Microsoft Business Productivity Online SuiteThe Microsoft Business Productivity Online Suite provides businesses with virtually anywhere access to rich communication, collaboration, and productivity applications via subscription-based, Microsoft-hosted, online services. This hosted solution helps organizations offset the burden of managing and maintaining business systems, freeing information technology (IT) resources to focus on initiatives that can deliver competitive advantage to the business. The solution is part of the Microsoft’s Software-plus-Services delivery model to provide customers more choices than traditional, hosted or on-premises solutions, allowing them to make deployment decisions that best fit the needs of their organization.Microsoft Business Productivity Online Suite Microsoft Exchange Online Microsoft SharePoint Online Microsoft Office Communications Online Microsoft Office Live Meeting Microsoft Exchange Hosted Filtering

For More InformationFor more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234 in the United States or (905) 568-9641 in Canada. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to: www.microsoft.com

For more information about Microsoft Online Services, visit the Web site at: www.microsoft.com/online

For more information about ThoughtBridge products and services, visit the Web site at: www.thoughtbc.com

For more information about the partner opportunities provided by Business Productivity Online Suite, see http://partner.microsoft.com/online . © 2008 Microsoft Corporation. All rights

reserved. This solution brief is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft, MSDN, and SharePoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.