How To Choose An ATS

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How toChoosean ATSThe Top 10 QuestionsYou Need to Ask

Choosing ATS Software isComplicated. We Can Help.An Applicant Tracking System (ATS) is a software application specificallydesigned to automate the recruitment and hiring process. ATS solutionsprovide hiring managers with the tools they need to intelligently monitorand progress candidates through the hiring process.Is it time for your organization to invest in your first ATS or maybe replacethe one that you have? Regardless of whether you have just begun theevaluation process, or you are getting ready to make a final selection, thisguide will equip you with the questions, tools, and resources you need inorder to make an informed buying decision.The candidate experiencein our old system was moretime intensive, requiring a loginand password. With an applicantdrop off rate of 60 percent,we were losing thousandsof potential candidates andgaining no data on who thesepeople even were. The barrierto entry and apply shouldnot have been our applicanttracking tool.Michelle YbarraManager of Selection and HiringNoble Network of Charter Schools2

Is Your Organization Ready for an ATS?For some companies, it can be difficult to determine when to invest in—or upgrade to—an ATS.Some indications that it might be time for your business to purchase an ATS are:Your business isin growth mode.As companies rapidly increasetheir workforce, hiring teamsare under extra pressureto deliver talent quicklyand efficiently. ATS solutionsbridge the communicationgaps between departmentsand allow HR, recruiters, andhiring teams to collaborateand make the best hiringdecisions.3You’ve exhausted yourrecruiters or don’t haveenough of them.You are having troubletracking and reportingHR and legal compliance.In a saturated job market,a single job posting can nethundreds of resumes. Forrecruiters that are alreadystretched thin, this can makesifting through applicants,while still managing otherresponsibilities, verychallenging. An ATS automates and streamlines theapplication, interview, andhiring processes so thatrecruiters can focus on thebest part about the job—getting to know candidates.An ATS helps HR andmanagement staff easilyand efficiently monitorcompliance, generatereports, and guaranteethat all of the necessarydocuments are in the rightplace should you ever beaudited.You have a high employeeturnover rate.High turnover is anunfortunate reality for manybusinesses. Not surprisingly,companies that have a highturnover rate are alwayshiring. This means thatresumes are always comingin and interviews are alwaysbeing scheduled. Eventually,it can become hard to stayahead of the sheer volumeof applicants. ATS solutionsautomate this process andmake it easy for hiring teamsto attach candidates to jobrequisitions and monitor thehiring process.

Standard ATS Featuresand FunctionalityThere are several dozen features that can be found in most ATSsoftware applications. Focus on the core functions that align withyour HR and recruitment strategies, and avoid getting lost in asea of features that you may only ever use once in awhile or notat all. Check the ones that are most important to you.Basic ATSs Include: Resume database and candidate search Interview management Job application management Workflow management HR and legislation compliance management Job board posting Applicant profiles and filtering Pre-screeningComprehensive ATSs Include:When you begin to interview ATS vendors,remember to keep an open mind when it comesto features that they offer. A company may havesomething really cool that you haven’t evenconsidered or heard about.Deborah Baimas, Evangelist and Relationship Champion, ShoreTelEverything that a basic ATS has and Intelligent candidate matching Employee referral management Automated interview scheduling Mobile accessibility Employee onboarding Offer letter generation Reporting and analytics features HRIS integration capabilities Social job sharing tools Background verification and screeningintegrations (or integration) An extensive partner ecosystem4

Top 10 QuestionsThat Your RecruitingSoftware PartnerNeeds to AnswerWhen reviewing potential ATS solutions, you should ask yourself the following tenquestions about each technology provider on your short-list. In the rest of thisebook, we’ll go into more detail on all of them.1. Is it easy to use for recruiters and hiring managers?2. Does it have an easy-to-use mobile recruiting solution?3. Does it deliver an engaging candidate experience?4. Is it social?5. Is it scalable?6. Does it help you stay compliant?7. Is your data secure?8. Does it have robust analytics and reporting tools?9. Will your ATS vendor be there when you need them?10. Does it integrate with your other HR systems?Jobvite is always innovating and growing. There aresome ATS’ that are great that are able to support a globalcompany but they stay stagnant. Jobvite is constantly improving and evolving.Jolene Kim Nguyen, Sr. Global Talent Acquisition Program Manager, Verifone5

1Is it Easy to Usefor Recruiters andHiring Managers?As the old saying goes, “You can bring a horse to water, but you can’t make himdrink.” Your ATS may be feature-rich, but if it’s not easy to use, then your teamwon’t use it. So, look for a solution that is not only intuitive, but one that alsomakes it easy to import resumes, search for candidates, and automate asmuch of the work as possible.The Best ATS Empowers RecruitersThe best Applicant Tracking Systems allow HR and recruitment teams to:Jobvite’s usability is incrediblyunique, making it simple to find information with a refreshing look.Dean Talanehzar, Sr. Technical Recruiting Manager,The Climate Corporation Use innovative dashboards and common-sense navigation Automates scheduling and job postings Easily enable and streamline an employee referral processWorld-Class ATSs Are Designed for Hiring Managers, TooATSs should quickly and easily put applicant information at the hiring manager’sfingertips and provide seamless communication with candidates. Hiring managerswill appreciate a system that allows them to: View resumes, interview feedback, and evaluations from inside the ATS (or amobile app) without having to download documents or click too many times Easily open requisitions, send interview invitations, schedule interviews, filterresults, engage with and review candidates6

2Does it Have anEasy-to-Use MobileRecruiting Solution?The days of recruiters and hiring teams being chained to their desktops are longgone. Hiring top talent means that you need to move quickly before a competitiveoffer beats you to the punch. You and your team need to take action on a candidateanytime and anywhere to keep the process rolling. A few questions that youshould ask about an ATS vendor’s mobile application include: Is your app available for both iOS and Android? Can you collaborate with the hiring team? Can you manage interview schedules directly on the app? Do you have the ability to review and submit approvals, offers, and requisitions?Jobvite’s mobile piece was a huge draw from thebeginning— other ATS’ weren’t a true mobile solution inall cases. The ability to share a job posting via social mediawhile auto-tracking the referral helps us not only findquality candidates, but seamlessly track where they arecoming from. Hiring managers love it because it helpsthem understand the benefit of sharing with their ownnetworks. Jobvite provides visibility for employees andis an exciting way to recruit.Blake Wettstein, Senior Manager of Talent Acquisition, Ingram Micro7

3Does it Deliver an EngagingCandidate Experience?Candidates have no time for tedious logins, long applications, and inauthenticcareer pages. Just don’t go there. Why? Because 60% of candidates abandoncomplex online applications and 85% of them wouldn't consider your companyagain after a bad experience. Even worse, they are likely to share a badexperience on their social networks.Make sure that your ATS vendor can deliver an engaging, meaningful, “mint onthe pillow.” experience from the first time they interact with you until they starttheir first day. Things to consider: Will your career webpage be compelling and informative? How many clicks will there be from See All Jobs to Thank You forSubmitting Your Application?Whether candidates comefrom sourcing or employeereferrals or inbound applications,Jobvite makes sure they have awonderful experience throughoutthe entire process. Sometimespeople can get lost in the black holeof an ATS, but with Jobvite we cankeep close tabs on everyone andguide them from application to hire,all with an easy-to-use and editableworkflow. Is a login required? Is there a way to keep in touch with silver medalists and other applicants? How does the experience hold up on mobile?8Jon Stanners, Global Talent Acquisition and BrandManager, Talend

4Is it Social?Just like everyone is in marketing, everyone at your company is also a recruiter.Most ATSs integrate with social networks and allow all employees to easilyshare job opportunities and source talent in their networks. After all, referralsmake some of the best candidates!When researching potential ATS solutions, ask yourself the following: Are social tools available to and easily accessible by all employees? Is this a ‘bolt-on’ solution or was it added by an acquisition?Job seekers, on the other hand, should be presented with a simpleapplication process that allows them to easily find and apply forjobs on the social media platforms that they use most often.The benefits of social media recruiting strategies include: A better employee referral system A less expensive and faster recruitment process A stronger brand image An easier way to reach passive candidates A more user-friendly candidate experience9Jobvite customerssee an average of an18% increase in referrals.

5Is it Scalable?In the quest to find an ATS that matches your current needs, it’s easyto forget that an ATS is typically a multi-year investment. So, make sureyou’re thinking ahead and planning for the growth of your business. Inother words, future-proof your decision and choose an ATS that will growand scale seamlessly with you. Scalability refers to the system’s ability tofunction regardless of how many end users or candidates there are, andwill meet any potential new business requirements that you’ll face downthe road.Things to consider include:Jobvite helpedLinkedIn growfrom 350 peoplein 2007 to 10,000full-time employeeswith offices in 30cities around theworld today.1. Do you plan to add to your recruiting team?2. Do you foresee an increase in job openings or does your companyhave expansion plans in new regions, etc.?3. How will your analytics and reporting needs evolve over time?Scalable ATSs work just as well managing 100 applicants as they do10,000 applicants. Make certain that your ATS can support your bigpicture objectives so that it doesn’t let you down when you need itthe most. Look at the history of the ATS vendor that you’re considering.Have they had success growing organizations and scaling with them?10,00035010

6Does it Help YouStay Compliant?The only thing more stressful than spending a lot of time finding and hiringsomeone, is staying current with ever-changing regulations and legislation thatensure compliance.Good ATSs take the guess work out of legal compliance and make record-keepingand management a breeze. When researching ATS solutions, it’s important toverify that they comply with all relevant government regulations, such as: Equal Employment Opportunity Commission (EEOC) Office of Federal Contract Compliance Programs (OFCCP) Other codes of Federal RegulationsThe customer service of our former ATS was limited.It was difficult to get answers or speak to a representative.There simply weren’t as many avenues to get help as wehave with Jobvite.Kelly Young, Talent Selection Manager, BJ’s Restaurant11

7Is Your Data Secure?It seems like nearly every week we hear about a data breach that costsorganizations dearly on many levels—legally and the hit a companytakes to customer loyalty and brand equity. Although securityisn’t usually top-of-mind for the heads of talent acquisition andrecruiters, it should be. ATS systems store a lot of personal data,particularly if they include onboarding solutions.The best ATSs leverage the latest security protocols andguarantee to: Never share, sell, rent or lease, or disclose any informationcollected from applicants or users Provide hosted services across SSL servers Delete all information stored on the system and backupservers, should you ever decide to stop using their system Successfully pass penetration (pen) testing to verify that thesoftware is compliant with security standards Provide a SOC 2-certified system to ensure data security at theapplication level, not just with the company’s hosting provider12Did you know that Jobvite has thehighest security standards in the industry—on the data and applicationlayers with SOC-2 compliance andon the physical layer with AmazonAWS? For more information, go towww.jobvite.com/security.

8Does it Have RobustAnalytics andReporting Tools?Every successful hiring and recruitment strategy depends on an ability to achievetangible results. When researching potential ATSs, it is necessary to determinewhat your organization views as results worth measuring and the weight ofeach metric.Would your recruiting team benefit from: Skills matching to connect candidates with open job requisitions? Valuable time-to-fill metrics? Candidate mapping that shows the best sources of your applicants?Being able to see the metricsthat compare us to others in ourindustry is helpful to demonstrateto managers where we are in relationto our industry. It allows us to showthe senior management what othercompanies are up to and how we’redoing alongside.Jennifer Monroe, Sr. Talent Acquisition Specialist,Duncan Aviation13 Employee referral tracking?These are the types of features that can greatly enhance the hiring processand pinpoint areas for improvement. An ATS should allow users to: Track applicants from source to hire Generate reports that determine where the best referrals are coming from Monitor social media and job posting success to determine where to bestfocus advertising budgets Identify bottlenecks in the hiring process Access dashboards to generate real-time candidate source metrics

9Will Your ATS VendorBe There When YouNeed Them?Buying software is only part of what you are purchasing. You’re also entering intoa partnership with the vendor who needs to help you and your team get up tospeed, support you and troubleshoot issues, listen to your challenges and helpyou create workable solutions, and generally be people that you enjoy workingand collaborating with.When evaluating an ATS company’s customer support, be sure to ask them: What hours is technical or customer support available?The level of customer serviceby Jobvite is really much better thanany other ATS we’ve had before.We love everyone over there.And, after mastering the platform,Jobvite made the FreshDirectteam’s jobs easier at every stepof the recruiting funnel.Tobi Karson-Sevdalakis, Director of TalentAcquisition and Onboarding, FreshDirect14 Are there ways to get my questions answered inside the product(help features)? How do I contact customer support? Is there a fee for small customizations? Do I have a dedicated Account Manager? Is ongoing training available? Are there online user forums or a community available? Have they be recognized by awards programs for excellent customer support?

10Does it Integratewith Your OtherHR Systems?Whether this involves HRIS assessment, work status verification, or criminalrecord verification, finding an ATS solution that has, or is capable of having,technology partnerships is a necessary part of ensuring a seamless hiringprocess. Important factors to take into consideration include: What types of partnerships or system integrations are necessary during therecruitment or hiring process such as an integration with your HRIS system? Does it integrate with other systems including job distribution, candidatescreening, and assessment vendors? Can you automate external job postings and candidate sourcing?We have utilized the Jobvite ADP integration and—oh my goodness—it has helped a lot. So much less timeintensive and less paperwork for the new hire to complete.The information captured throughout the new hire processnow seamlessly feeds into the new hire wizard in ADP.There is minimal manual intervention and everything isauditable.Debbie Kemp, Senior Vice President of Human Resources, Bankrate15

Now, It’s Time to Put the ATSVendors to the TestNow you’re ready to ask the right questions, get the right team members involved,and chose the right ATS for your organization. We hope our guide has helped takesome of the guesswork out of navigating the complicated process of choosing anATS. And armed with the questions, tools, and resources outlined in our eBook,you’re now in a strong position to make an informed buying decision and choosethe best ATS for your organization.We recommend that you do all of your research, including reviewing industryreports that rank all of the Talent Acquisition Vendors. Both reports are freeto download.Forrester Wave Reporton Talent Acquisition,Q3 201516IDC MarketScape:Worldwide ModernTalent AcquisitionSystems 2017Vendor Assessment

About JobviteJobvite is the leading recruiting software company that helps emerging,mid-market, and enterprise companies hire top talent easily, efficiently,and effectively. Our comprehensive and analytics-driven recruiting platformaccelerates recruiting with a Candidate Recruitment Marketing (CRM) tool,an easy-to-use Applicant Tracking System (ATS), social recruiting capabilities,mobile-optimized branded career sites, a recruiting branding solution,on-demand video screening, advanced analytics, onboarding, and seamlessintegration with other HR systems. Focused exclusively on recruiting software since 2006 and headquartered in San Mateo, Jobvite has thousands ofcustomers including LinkedIn, Schneider Electric, Premise Health, Zappos.com, and Blizzard Entertainment. To learn more, visit www.jobvite.com orfollow us @Jobvite.17CONNECT WITH 376-7200

Resume database and candidate search Interview management Job application management Workflow management HR and legislation compliance management Job board posting . Manager, Talend. 9 Is it Social? Just like everyone is in marketing, everyone at your company is also a recruiter.

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