Evaluating ATS Technology

If you've ever been given the task of finding a specific software solution for your organization, you know the evaluation process can be grueling. It's time-consuming, difficult and can even feel impossible to accurately compare the features and functionality that each solution offers.

Now, think about recruiting software, specifically, Applicant Tracking Software; if you work in HR or are a hiring manager, you understand the steps involved throughout the entire hiring process. And if you're looking to completely automate that process, you’d better have a solution that can meet the demands specific to your organization. Perhaps the best way to start the evaluation process is to make a list of needs versus wants; that way, when you’re in the middle of an ATS evaluation you can aggressively eliminate vendors who don’t meet your most important criteria. If they do, they’re more likely to make it to the next round. If they don’t, then you won’t have to spend another minute of your time and it’s an item to check off your list.

The time factor should be a huge consideration in your evaluation process as well. Given your current work load, be sure to look at how much time you can devote to effectively evaluating the current solutions on the market. It may seem like you’re spending way too much energy on it, and you might think there’s no possible way to keep up with everything already on your plate, but in the long run it could truly change the way your HR department operates. Think about it: if you’re currently spending a significant amount of time entering the data of interested applicants or perhaps trying to find that “perfect” candidate whose file is laying around the office somewhere (you hope), wouldn’t it make sense to take the extra time right now, before things get out even more out of control? Dealing with 25 or more resumes per day right now is barely manageable; consider what would happen when your company continues to grow and you’re faced with processing more than 100 resumes a day.

Chances are, if the evaluation process is taking time out of your day, it’s probably taking time out of someone else’s as well. This leads to another question: do you have a committee or team who is working together to meet the end goal of automating your hiring process? An important factor to consider when working with a group of people is to determine who is assigned which specific role. Communication must be a priority, or it’s likely that multiple people will inadvertently research the same company or call the same person. Then you’ll end up wasting even more time, due to miscommunication. Creating a timeline with specifics roles for each group member will ensure that tasks aren’t doubled up on, thus creating an efficient evaluation process. Gathering information can be done by one individual; it’s discussing and assessing that information that requires a group effort.

Let’s assume your group effort has paid off and everyone has accomplished his/her individual goals. Now it’s time to evaluate the top vendors- perhaps three, four or five. This is where it gets tricky to coordinate everyone’s schedules, including the vendor’s (although they should be most accommodating - more on that later). At this stage in the evaluation process, it’s a good idea for those who will be using the selected ATS system to be involved in the product demos; this includes both HR recruiters as well as hiring managers. There are options when it comes to seeing a solution. Is your group satisfied with viewing a general webinar with the vendor’s other prospects? In most cases, this type of demo would be ideal in the earlier stages, when perhaps just one or two members from your group are doing initial research. At this point in the game, you should have a specific contact which each vendor you are still considering and they should be able to accommodate a one-on-one demo, via computer or in person. The more serious you are, the more likely the vendor will spend the time and money to show you the solution face to face; otherwise, a personal demo over the computer often suffices. This is your chance to ask detailed questions that address exactly how your organization intends to use the system. If you require customization and/or data conversion, make sure you find out now if the vendor can accommodate your needs. It is never pleasant to find out after the purchase has been made that your vendor is unable to meet the unique needs of your company.

Another crucial step in the evaluation process is determining what your budget is and striving to stick to it. If possible, get quotes as soon as possible from the vendors you are most interested in; after comparing several quotes, you’ll know which solutions are in the ball-park of your spending capabilities. Also, make sure you are comparing apples to apples when it comes to comparing vendor prices. If one solution is priced significantly higher than another, find out if there are additional features and/or functionality to justify the increased cost. Pricing is often quoted per user; however, find out if additional modules or pieces of the software cost extra. Another factor to consider when evaluating your budget is hosting options: do they offer ASP and client server? Depending on the size of your organization, one may be much more suitable than the other. Always have the vendor prepare a three-year total cost of ownership spreadsheet and you can compare the options side by side.

Selecting a solution that fits into your allotted budget is obviously very important, but yet another point to consider is the relationship you are building with your vendor. It’s one thing for the vendor to provide the right price tag on the ATS solution they are selling you, but it’s another issue if their treatment of you changes dramatically post-purchase. More often than not, people with good intuition can tell whether someone is being genuine. As with any personal relationship, it’s crucial to have healthy professional interaction with your new vendor. From the first phone call or email you make or send to a particular vendor, be cognizant of how they respond and treat you, as it’s usually a good indication of how the relationship will develop down the road, should you choose to select their solution.

Now it’s decision time. While it might be extremely difficult to find a solution that makes you coffee and replies to your emails for you (remember your needs vs. wants list), a final decision should be based on all the areas you took into consideration to determine which solution best fits the needs for your company, not someone else’s. Keep in mind the future growth of your company- will the system you choose today be likely to accommodate you 10 years down the road when the HR department has an additional 2,000 employees to hire? Most importantly, be confident with the decision you make and be sure you can place utmost trust in the solution you choose.

Bond International Software created an applicant tracking system to meet and exceed the demands of a corporate hiring environment. However, unless you can compare the myriad solutions available on the market, how do you know which best suits your organization?

To help in your evaluation process, we’ve developed the Corporate Recruiting ATS Software Analysis Guide. Simply click here to get your complimentary four-page analysis that will aide tremendously in your ATS evaluation process, allowing you to choose the best solution. Whether you ultimately select StarSearcher or another software, we understand that your hiring process is important and is getting increasingly competitive. Our complimentary guide can help you make the most informed decision possible.