Top 5 Benefits of Integrating Your ERP and Applicant Tracking System

Integrating an applicant tracking system with your enterprise resource planning (ERP) system can be one of the most effective ways to get better visibility into your staff and improve your recruiting process. Here are five ways integrating an applicant tracking system with your ERP platform can benefit your business.

Streamlined Hiring Processes
Following a clear hiring process can enable companies to quickly fill critical positions, while helping to ensure a cogent experience for both candidates and recruiters. Integrating their ERP and applicant tracking system may allow companies to streamline their hiring workflows by implementing paperless hiring processes, simplifying new-hire onboarding, and easily communicating with candidates throughout the hiring process.

A Foundation for Better Analytics
Linking your ERP and applicant tracking system can yield actionable data by simplifying access to historical records, enabling custom reporting, and creating a full audit trail of your recruiting activities.

Amplified Recruiting Efforts
Today’s applicant tracking systems often allow you to promote available jobs through job boards, social media websites, employee referral programs, and notification emails to previous applicants. With an applicant tracking system integration that works with open requisitions, companies may be able to attract qualified candidates in less time by more strategically advertising open positions through a single interface.

Mobile and Cloud Access
On-the-go hiring managers and HR professionals often want the flexibility of mobile and cloud access. Today’s Web-based applicant tracking systems integrate smoothly with ERPs and are accessible from a range of devices, allowing your team to view information from both systems wherever they are — whether it’s at home, the office, or anywhere else with Internet access.

Better Information Management
Integrating your ERP with an applicant tracking system enables the automatic and easy transition of data between systems. Applicant information can be transferred into your ERP for easy new-hire processes. Requisitions can be transferred so your HR team is always working on filling new jobs and you always have the latest information for budget forecasting and other managerial needs. Automatic processing of data helps to eliminate administrative errors and reduce the need to enter data into duplicate systems.

Interested in learning more about integrating your ERP with an applicant tracking program? Contact myStaffingPro today to learn about our configurable recruiting software.

3 Tips for Hiring a Payroll Software Specialist

Hiring a payroll specialist today demands finding candidates with a high level of technical savvy and software experience. According to Software Advice, 83 percent of job advertisements for payroll specialists required some degree of software knowledge for the position. Companies of varying sizes are increasingly relying on payroll software. As a result, companies are hiring dedicated, software-savvy talent to ensure that their teams are getting paid on time and staying in compliance with state and federal regulations. There’s little room for error. In fiscal year 2014, the EEOC obtained $296.1 million in total monetary relief through its enforcement program prior to the filing of litigation. Here is a closer look at how employers can get the right level of technical expertise when hiring for this important role.

Reflect Your Position Priorities in the Job Ad
Depending on the organization, the role of a payroll specialist can look quite different. At a medium-sized company, a member of the HR or finance team may be responsible for all aspects of payroll from determining compensation to processing payroll, in addition to other human resources responsibilities. At larger companies, an individual may be dedicated to managing just one aspect of the payroll process. In your job descriptions, it’s important to outline the roles and responsibilities for the specific position as well as related knowledge and experience. If you are using an applicant tracking system, the software may have a template that you can use as a starting point. Generally, candidates should be comfortable working with financial information, have an understanding of the payroll process, and a working knowledge of relevant regulatory information.

Determining Your Software Knowledge Needs
As discussed above, companies are putting increasing importance on candidate’s knowledge and experience using payroll software. There are numerous ways to measure this when looking at a candidate’s background. One is general software and technical savvy, including programs such as Microsoft Excel. Another is to focus on previous experience with payroll applications. Payroll applications may be best-in-class standalone applications or integrated as part of a broader HR product suite. If you’re already using a specific application, hiring candidates with a working knowledge of that specific product may minimize training needs and increase productivity.

Questions to Ask During the Interview
When you’re hiring a payroll specialist, you may wish to evaluate their overall understanding of the payroll process. How do they manage complicated challenges that arise? What is their stance and practice regarding privacy and confidentiality, since they’re handling sensitive personal and financial information? Does their understanding of the regulatory environment match your company’s industry, locations, and other needs? Finally, your interview questions should explore their previous software experience and skills.

To determine how technically savvy a candidate is, ask them to describe their previous experience. Give specific examples and ask how they would solve a problem. Remember that software is always changing. How willing and able is the candidate to learn new software packages, or adapt to major upgrades in an existing core program? Ask pointed questions about their previous software transitions and how they managed these and learned new information.

A payroll specialist is essential to keeping your employees paid accurately and on time, as well as staying in compliance with regulations. With an increase in the technical resources used in most payroll departments, asking the right questions will help you find a technically savvy candidate who can make the most of your payroll software packages and ensure you meet your business goals.

myStaffingPro Surpasses 1,000 Clients

What’s in 1,000? As a tech start-up company based in Ohio, the answer is “a lot”. In 1993, Robert (Bob) Schulte was ready to exercise his entrepreneurial spirit, and try something new. Armed with a recruiting and business management background, he started HR Services as a project-based, recruitment process outsourcing (RPO) company. After several successful years, and truckloads of paperwork, he hired Jennifer Brogee to develop an interactive voice response system (IVR) to collect applicants’ answers to prescreening questions and self-schedule appointments. The IVR improved the applicant experience by allowing them to apply from a touch tone phone, but it took hours for our support staff to transcribe the applicant information.


When Google was just in beta, HR Services launched the web-based applicant tracking system, myStaffingPro.

 


Version 1.0 was a custom solution; if you can dream it we will “persuade” our programmers to build it ASAP. As customers came on board, more and more functionality was added to the system. In 2005, we streamlined our custom shop and organized the system into a standard edition that could be implemented in under 30 days. Since then, we’ve been continuously adding functionality to myStaffingPro so any company can become a customer on our single platform.

In the last 16 years, myStaffingPro has grown from an idea to an award-winning applicant tracking system with more than 1,000 customers. As we reflect back, we would like to thank you, our customers, friends, and partners for your support, ideas, and feedback. Without you, none of this would have been possible.

Candidate First Impression

As recruiters, the first impression of a candidate is often limited to the information in the applicant tracking system. Some candidates take their time and enter as many details as possible, while others breeze through providing just the absolute minimum. Others pepper their responses with so many throwaway phrases that nothing stands out. For example, how many times have you read “proven track record” or “implemented changes?”

To help applicants create a better first impression, applicant tracking systems, like myStaffingPro, are now offering video cover letters. Video cover letters allow candidates to submit a recorded letter of introduction. Through video, they can explain how they learned about the position and what their “proven track record” really is. This functionality allows candidates to create a personalized message that provides an overview of their skills and the opportunity to use their presentation to create a lasting impression.

myStaffingPro offers this functionality free to all of our standard and premium customers. For more information about video cover letters, please contact us.

5 Reasons You Need Video Cover Letters

How many times have you read “extensive experience” or “great communication skills” on a resume? Then, brought the candidate in for an interview to find out the opposite was true. So much wasted time! So many unexpected surprises!

The good news is that new applicant tracking functionality may allow you to minimize surprises with a video cover letter. During the online application process, companies can now ask candidates to submit a video about how they heard about the position and their qualifications. The video may allow candidates to:

  • Become more personable
  • Show their creativity
  • Build rapport by highlighting their experience
  • Reduce data entry (and saves you from reading their stock cover letter)
  • Develop trust

Do you allow candidates to submit video cover letters? With myStaffingPro, you could. myStaffingPro offers this functionality free to all of our standard and premium customers. For more information about video cover letters, please contact us at http://lp.mystaffingpro.com/coverletter/

 

A Day in the Life of a Paychex Recruiter

Recruiting is changing at an unprecedented pace, and businesses must quickly adapt to keep pace with the competition for top talent. We sat down with Debra, a Paychex recruiter, to learn more about the changing dynamics of the recruiting environment and what these changes mean for today’s recruiters.

 

What is your number-one source of hire and how do you promote it?
Since I predominantly recruit for areas outside of my home geography, it’s imperative that I build a virtual network to open up new avenues for identifying top talent. I have found the most success on LinkedIn. In my 10 years in recruiting, LinkedIn has evolved from a nebulous website that very few professionals use, to my first stop when recruiting for a new opening. I not only use it as a starting point, but I also use it to cross-reference candidates found elsewhere.

As far as promotion, other than posting positions, I connect with every candidate with whom I speak and spend at least 3-4 hours a week building my network for future opportunities. LinkedIn works much like the Kevin Bacon game; the more people you’re connected to, the more individuals you’ll be able to reach for sourcing.

 

How do you interact with other departments and hiring managers?
I recruit for our Major Market Services division and cover an area ranging from Maine to Virginia and Ohio. As a remote recruiter, I don’t have a lot of opportunity to work face to face with my hiring managers, so the bulk of my communication is written and over the phone.

Paychex also uses an inter-office instant messaging (IM) program that allows me and my hiring managers to have more impromptu conversations throughout the day. I also work closely with our training, benefits, and compensation teams to assist my candidates throughout the interview and onboarding processes.

 

What tools make your life easier?
Once you find great candidates, you need a system to house their data, reference back to them, and share with fellow recruiters on your team. Our team recently migrated our applicant tracking system to myStaffingPro. With this migration, we had the capability to customize the system to our needs, as opposed to using a vanilla “out-of-the-box” program that would require us to shoehorn our business requirements.

In addition to being able to search resumes easily, keep notes from prescreens, and upload documents, myStaffingPro is integrated with our assessment program, our onboarding/background-check screening service, and our back office/payroll. This makes everything seamless and efficient. Not having to bounce in and out of multiple programs to workflow a candidate is a huge time saver.

 

How has recruiting changed in the last 10 years? What impact has social media had on recruiting?
Let’s put things in perspective. Close your eyes and imagine your social media footprint in 2005. You may have used AOL or their instant messenger, AIM. You probably still had a MySpace page or a Friendster account. Facebook was only a year old and had only 6 million monthly users. LinkedIn was still relatively obscure and Twitter wasn’t even born yet. Instagram was five years away from its debut.

When I started recruiting temps in 2005, often I was looking for people who were actively seeking work. I had a few options — job boards like Monster or HotJobs, job fairs, and walk-in applicants. But when you are looking to fill permanent positions, you must not only consider people who are looking, but also people who are currently employed and happy where they are. Passive candidates aren’t typically on job-posting sites, at job fairs, or stopping by your office to say hello. How did you target passive talent in 2005? Cold-calling into companies and networking events.

Now consider your social media footprint today. Facebook, Twitter, Instagram, Pinterest, the list goes on. There are nearly 1.3 billion people accessing Facebook monthly, with 728 million of them using their account daily. LinkedIn now has 260 million members, Twitter has close to 240 million, and Instagram has over 200 million. Those numbers are staggering. People are connecting in unprecedented volume and frequency because of social media. Candidates are more accessible today than ever before; you just have to know how and where to search.

Today’s recruiter needs to be social media savvy, diversified, and nimble. We need to have our finger on the pulse of whatever new avenue is just around the corner and how today’s sites are evolving. What will Facebook, Instagram, and Twitter look like in 10 years? What will inevitably replace them?

 

What task absorbs most of your time?
This is an interesting question and the one that took the most rumination to answer. I could easily say that recruiting and sourcing activities take up the bulk of my time, and that wouldn’t be a lie. But what do those terms mean? For me, it’s a combination of scouring my networks for candidates and conducting screening.

Also, maybe equally importantly, is reading articles about other companies within our industry, making note of changes to other organizations that may avail us of talent on the move, and sharing that information with my teammates while receiving similar competitive intelligence from them. Becoming more informed is a cornerstone to successful recruiting. Knowing the ins and outs of my own organization and what the responsibilities of the job are will absolutely help me talk to a candidate about what they can expect here at Paychex. But does it help me understand them as a candidate? Does it help me understand how to target a particular market, what’s in it for the candidate, or what might motivate them to seek new opportunities? That’s the differentiator in a candidate-driven market.

Applicant Tracking System for Microsoft Dynamics

Although ERP systems are typically used for financial and inventory functions, Microsoft Dynamics® has HR functionality that can be integrated with applicant tracking systems. Applicant tracking systems can provide recruiters and HR professionals with:

  • Paperless application and new hire process
  • Prequalified applicant pool
  • Historical data and up-to-date analytics
  • Integration that transfers applicant and requisition data

Human resources can integrate an applicant tracking system to Microsoft Dynamics to better streamline business processes, minimalize data entry, and maintain accurate and current information.

“A great deal of time has been saved by not having to manually enter all applicant info into Microsoft Dynamics Great Plains (GP), which used to take as much as four hours to complete daily.” – Recruiter, Health Care Company

Interested in learning more? Stop by booth #659 at Microsoft Convergence to learn how to extend your HR functionality with the ISV, myStaffingPro, or visit http://mystaffingpro.com.

Improving the Recruitment Process: A Look at Agile Hiring

A new trend, agile hiring, is changing the way that businesses think about the recruiting process. The “Agile philosophy” has its roots in the software development world, and has subsequently been introduced to a wider business audience with the popularity of the recently published book The Lean Startup. Overall, the approach focuses on defining essential high-value activities, eliminating administrate work, using well-defined targets and making data driven decisions. The goal is to eliminate waste and increase effectiveness. Here is a closer look at the concept of agile hiring and how to apply it to your business.

Defining recruiting process benchmarks

One of the essential elements of implementing agile hiring is shifting your perspective to recruiting as a quantitative process. The ability to take the 30,000 foot view of your recruiting process and determine what’s successful and what’s not is key to this hiring philosophy. Recruiting has a wide variety of metrics that can be considered: the number of applicants a job receives, how effective your screening process is by reducing the number of interviews with unqualified applicants, and the number of days it takes to fill an open position. By determining what your core measurements of success are, you’ll be on the way to eliminating inefficiencies and operating a lean, effective recruiting organization.

Establishing clear job targets

Agile hiring takes a distinct approach to drafting job descriptions. Job descriptions are more than just a list of general roles and responsibilities. Instead, they provide a data-driven map to help recruiters identify and hire the best candidates for the job. The right job description will contain everything from quantifiable requirements such as minimum education and years of experience to a very specific list of qualifications that can sharpen the effectiveness of your screening process. Clear job targets benefit everyone throughout the recruiting process, from HR staff that wants to increase their effectiveness in screening applicants to candidates that have a clear understanding of a position’s criteria for success when considering a job offer.

Choosing the right technological support

The right applicant tracking software is essential to implementing agile hiring techniques. Look for a system that’s highly customizable to your company’s process and can evolve over time as you migrate toward better recruiting approaches. For example, select a system that allows you to establish screening questions and only pass qualified applicants through to the next stage. Functionality like this can eliminate the administrative burdens that can pile up during the recruiting process and allow your recruiting staff to focus on high-value activities. The best systems allow your HR team to quickly access information about the recruiting process, to automate some important screening processes, and get great candidates into interview more quickly. Systems should also offer the capabilities to track specific performance metrics and monitor improvements or other changes over time.

Is your company ready to streamline its recruiting process by implementing agile hiring? Contact myStaffingPro today to learn more about applicant tracking software to arrange a personalized software demonstration.

How to Build an Onboarding Experience

Recruiting and employee management don’t end when an offer has been accepted. In fact, the new employee’s first days and weeks on the job are critical to establishing a strong foundation, ensuring that the employee will thrive, and laying the groundwork for what you hope to be a long-term employee engagement. Today’s leading companies are building successful recruiting processes designed to attract the best candidates through well-structured recruiting initiatives, targeted job openings, marketing, and the latest in HR and recruiting technology. Your company’s onboarding process should continue that carefully crafted and branded process to help launch motivated and informed employees into the workplace.

Streamline the Benefits and New Hire Paperwork Process

One of the most important aspects of onboarding new hires is processing their employment information. For many new employees, this is one of the first on-the-job interactions and may be the first thing that they tackle on day one in the office. Candidates that are handed an intimidating package of information and told to bring it back when it’s done rarely have a good experience. Instead, companies are taking two steps to streamline and improve this aspect of the onboarding experience.

One is to use an integrated onboarding technology system that allows new hires access to online forms. In an online platform, it’s possible to offer additional help through chat features, customized videos, and direct links with an HR rep. The second is providing dedicated HR support to review all aspects of the onboarding paperwork process with candidates, from employment verification to basic emergency contact information. The right technology reduces the time that your team spends collecting new hire forms

Have the Appropriate Materials Available for New Hires

According to the Candidate Experience Awards, almost 50 percent of candidates review a company’s materials to determine if they’re a good fit. In particular, they’re looking at your values and assessing your brand. Companies that are committed to building a successful onboarding process should consider conducting an audit of their materials. In particular, it’s helpful to understand what messages your recruiting materials, websites, and other collateral are sending.

During the onboarding process, it’s important that new employees be introduced to company policies and procedures. It is also a good time to reinforce the company’s culture, the kind of work environment that you strive to have, and how to work to improve the employee experience. One key document that can help is presenting and reviewing your company’s employee handbook.

Think About Making Onboarding a Personalized Experience

Certain administrative and policy steps need to be completed during onboarding. But many companies are realizing the value of making onboarding an experience. What steps can you take to help get people excited about the company? Can employee ambassadors from different departments join the group for lunch or give short presentations about how individual areas of company operations work? Can a key executive stop by and answer questions? Small branded gifts, team building exercises, and similar steps can help quickly bond new hires to the company.

Finally, don’t forget to arrange follow ups with your new employees during their first few weeks or months of employment. A member of your HR team can send a follow up email to new hires to make sure that everything with benefits and payroll is going smoothly. A meeting four or six weeks after hire over lunch or coffee can give your human resources team an idea of how new employees are settling in and help proactively address any problems that could affect long-term retention.

The Top 5 Skills Every Recruiter Should Possess

Recruiters play a vital role within organizations: sourcing and cultivating the key talents needed to make a business thrive. Yet recruiting is a multidisciplinary career path. There are a range of skillsets that serve recruiters well, from the ability to navigate the latest applicant tracking systems to great people skills. Here’s a closer look at the specific skills that today’s recruiters need to thrive as they help build successful companies.

Strong technical skills

Increasingly, recruiting demands advanced technical skills. Job hunters are relying more and more on internet-based job listings to find opportunities. Recruiters promote positions through a wide variety of methods, including web job boards, social media, professional groups, and targeted online headhunting. As a recruiter, it’s important to be comfortable with the technology behind applicant tracking systems, which manage the recruiting process. Not only is this function essential to the recruiter’s job, but understanding how to make the most out of an online recruiting solution can help better candidates and reduce administrative load.

Understanding business operations and internal relationships

Successful recruiters understand the specifics of the business that they’re recruiting for. Positions are more than just a list of skills and required education and experience. Each role plays an important part in moving a business forward. The ability to understand each business’ needs will help in every stage of the recruitment process, including consulting with hiring managers, developing job descriptions, and interviewing candidates. Recruiters must take the time to understand as much as possible about the industry that they’re in, and the company’s unique value proposition. By using this approach, recruiters are also better positioned to promote their companies to interested candidates.

People and relationship building skills

Recruiting is a very person driven field. Developing the ability to connect with and be trusted by a wide range of individuals serves recruiters well in a number of capacities. It helps HR professionals connect more effectively with hiring managers to clarify their needs. Recruiters with friendly, professional, and approachable demeanors make a positive impression on candidates and build the kind of relationships that lead over time to attract top talent.

Process-oriented approach

Recruiting great candidates is a science. The best recruiters understand this and take a process-oriented approach to how job ads are developed, how they’re marketed, how candidates are vetted, and structuring the interview process. Taking a process-oriented approach keeps all recruitment activities focused, objective and scalable across the organization. It also offers a consistent experience for candidates and internal stakeholders, which is important for both external brand building and employee morale.

Strong professional judgment

Recruiters make decisions every day that affect the future of a business, from which candidates to interview to making recommendations on who to hire. They also handle a wide variety of highly sensitive information, from candidates’ personal information to internal salary information. Strong professional judgment is essential, to ensure that recruiters act with discretion and make the kinds of decisions that lead to strong hires.

Even the most talented recruiters work best when supported by the right technology. Contact myStaffingPro today to learn more about this industry-leading applicant tracking system and arrange for a personalized software demonstration.