Streamlining recruitment: Questions to ask when selecting an applicant management solution

Asking the right questions before purchasing an applicant tracking solution could mean the difference between one that collects dust, and one that gets the job done. Companies often purchase products that are either too complex or fail to contain functions needed to meet objectives; causing users to revert back to old habits instead of progressing forward to a more efficient process.

There are two important questions that should be answered before making a decision on what application to purchase: (1) What objectives are you trying to achieve by buying an applicant tracking system (ATS) (2) Is your current talent management aligned with the goals of your organization? Carefully consider how the organization’s hiring process should look through the entire lifecycle. Consider the functions of the ATS and the must-have features of your system. Also, take into account the required technological standards the new applicant tracking system must meet in order to be fully utilized.
 
Your ATS should foster a better alliance between your organization’s recruiters and hiring managers. It should improve the efficiency of your requisition and approval process, and improve the quality of talent hired within your organization. The system should streamline the recruitment process through automation, resulting in a more efficient and cost-effective hiring process. Analyzing your hiring process will allow your decision makers to compare the needs of your process with the capacity of the applicant tracking system. Take this opportunity to automate and simplify your hiring process, making sure each step is genuinely adding relative worth and supports the company in attaining your corporate talent management vision.

If you do not have a purchasing department, form a committee to assess your current needs and evaluate vendor proposals. Be sure to include decision makers on our team.  Once you have identified the requirements and potential vendors, create a Request for Proposal (RFP). An RFP gives you the opportunity to collect proposals from vendors and evaluate if an applicant tracking product meets your requirements. Look for an applicant tracking vendor with a proven track record of success and expertise.

Vendors should have the ability to sustain the entire employment lifecycle no matter the size of the organization. If not, your company may be hindered, resulting in re-evaluation and costly implementation fees. Carry out an in-depth investigation of the vendor’s security and maintainability of the applicant tracking system. Investigate the vendor’s financial situation and carefully review the contractual agreement offered by each vendor. Ask the vendor if you can use the software during the demonstration without any guidance or supervision, doing this will give some insight about the user friendliness of the applicant tracking system. In addition, any system you choose will only be as good as the process you have in place.  The vendor you select should have expert services available to support creating a sound framework for your applicant management process. Look for a vendor with human resource experts on staff. They will be more familiar with the ins and outs of recruiting.

Before signing a contractual agreement, expect to be provided with references. Reference calls may help to narrow the choices, receiving insightful information such as customer satisfaction, follow-up, ease of the implementation process, and any hidden costs. Think about what data you expect to capture from the system. There are the usual standard fields like the applicant’s name and application date. Your recruiters will likely work in the system the most, so get their input as to what type of information and reports they need. Also, consider others in the organization. What type of information will they need?

Determine what functionality is necessary in order to be compliant with state and federal regulations. Consider whether the system will retain all the required information for the appropriate amount of time. One source for an ATS may be your affirmative action vendor. Since applicant data is primarily used for affirmative action purposes, AAP vendors have developed applicant tracking systems as well. Ask your vendor about updates to the system to coincide with changes in regulations. Will there be a fee for the update and how quickly can they update their software?

The level of administration you want from the product should also be considered. Do you want control over access and permissions, or would you prefer to depend on vendor? Some systems allow you to customize the data inputs, but others have only set fields and standards. For example, do you want to use the same race codes in your applicant tracking system that you use in your HRIS? Can the applicant tracking system allow you to make that customization or do you have to use what is already in the system? Some systems will not allow you to extract the data; you must contact the vendor and there may be a cost associated with each extraction. Developing your own queries or creating your own reports is another issue. Can you create the report on your own, and is there a one-time cost associated with setup or even a cost associated with each time the query or report is run? The administrator of the applicant tracking system may also want to be able to monitor the input of the data from users. Some systems allow the administrator to run reports to verify finalization of requisitions, and completeness and accuracy of data.

Taking into account all the factors, including the technology and maintenance, will help point to the correct applicant management system for you. Three main areas will help finalize your decision: usability, flexibility, and price. The system should work with your process and users. Partnering with a service-oriented vendor will be the most compatible fit for your company’s needs and requirements. This will prove extremely useful for all involved individuals in your applicant tracking system evaluation and selection. Choosing and implementing an applicant tracking system is not a minor concern. Companies should invest in the right applicant tracking system to assist with critical hiring functions.

For more information on selecting an applicant management system, or to find out about Berkshire Associate’s BALANCEtrak ATS, please call 800.882.8904 or email bai@berkshireassociates.com.