SWI

Applicant Tracking System

Infolet
Infolet
17.03.2020

Challenge

The client turned to us with the problem of the lack of an efficient applicant tracking system.
In the old one, it was hard to find an appropriate candidate in a short time. There was also a problem with non-compliance with the requirements of GDPR.

Another case was a lack of clients database.

Next problem was the need for having an integrated calendar for recruitment team members.

Last but not least was a lack of any possibility of measurements of the recruitment processes. Finally, the company and the Recruitment Team needed a space to put know-how and lesson-learned materials.

Process flow

In December 2012, we started working on the recruitment system from surveys and meetings with the recruitment team. We wanted to go deeper into this subject and know their real problems, that they face in their everyday work.

We agreed together that we should start with the candidate database as it is crucial for the recruitment process as well as for compliance with GDPR.

Next in the pipeline were Clients database, Appointment module, Statistics and Know-How module.

Our internal challenge was to design the database (of candidates) in such a way that it would be easier to create the Statistics module later (we used mySQL).

In the initial designing phase, it was a big challenge to work out with the HR department what they want to measure. After several clarification meetings, we agreed on what outcome is relevant for them. During the talks, we also concluded that we should combine work on the Candidates module with the Customers module.

Due to these changes, the time spent working on this segment has increased.

Duration of the project

Programming works lasted from October 2010 to June 2012.

In June 2011, the Recruitment Department gained access to two fully working modules.

The next Modules were implemented into production much more efficiently (thanks to well-designed bases).

In September 2011, we launched The Meetings module.

In December 2011, we delivered Know-how module.

In June 2012, we delivered The Statistics module.

From 2012 to 2018, we were maintaining and developing modules if there was a need.

Technology Stack

Java, Bootstrap, Hibernate, Spring, mySQL, jQuery, Elasticsearch, HTML/CSS.

Scope of project

Design, implementation of frontend and backend layer, implementation of API.

Time and Material settlement.

The software development team

The team consisted of 3 software developers (Front-end, Back-end and Full-stack), one UX/UI Designer and one Product Manager.

The final result

The main goal was to improve the recruitment processes and their management.

As a result, we have created an applicant tracking system, a modular web application with an intuitive, user-friendly interface. The application allowed to plan and coordinate the activities of several departments of the company at the same time, giving the possibility of quick insight into the implemented activities and their edition at every stage of the project implementation.

The biggest advantage, emphasized by the recruiters, was the shortening of the time needed to find suitable candidates for the process – from a few hours to almost fractions of a second (30 times faster of candidates sourcing). It significantly shortened the response time to customer inquiries.
Ultimately, it shortened the entire recruitment process.

As noted by the Recruitment Manager, an additional value initially not taken into consideration was the reduction of recruitment costs thanks to:

  1. shortening the search period (recruiters could work more effectively)
  2. reduction of expenses on advertisements/sources of obtaining candidates – there was the ability to search in the pool of candidates who were already in the system

Applicant Tracking System - summary

Modular web application with intuitive user interface, that improves recruitment processes and management of them. This convenient tool, enables to plan and coordinate actions of several company departments at once, giving easy access to clear view of the tasks in progress, their edition on every stage of the project.

Modules

Recruitment
Candidate – database stores candidate’s personal data and documents, technical evaluation results, info about knowledge of foreign languages, soft skills, availability and financial expectations – all according to the requirements of the GDPR.
Client – database for storing, searching, editing information about business partners/clients, projects, past and current recruitment processes.

Appointments
A calendar that enables to schedule meetings and events.

Know-how
Complex source of know-how knowledge gained by the organisation during its existence. Internal ‘Wikipedia’, enables quick access to knowledge within the company.

Analytics
This module generates reports based on the data collected by the system.

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