Next, we are going to go to the Dominion Systems site. Obviously with Dominion, applicant tracking is simply an additional product within our software. I am going to click on applicant tracking and that will bring up the product. You will see on the left hand side all different type of menu options that can be used. Our applicant tracking has two main elements to it.
The first is the ability to do job postings on your company site using our system. Here is a list of what you can do through our software.
· Give candidates the information they need
· Allow them to fill out applications
· Receive electronic correspondence back from the company
· Receive disclaimer information
· Send rejection notices if they are not a good fit for your company
· Screen candidates and the applications they fill out
The second component is what we call hiring workflows. It is a process of delegating the next steps in your hiring process.
Company Set Up
I am going to start with company set up. If you choose to use our Applicant Tracking, a conversion specialist will help you set it up. We make sure to get all the different applications that you have for different positions in you company. Some businesses have just one, some have multiple applications depending on the positions that are available. Within our system you have the ability to create as many different applications as you want for your organization.
With application control, I can have as many applications as I want depending on the position that I am posting. Within application control I can edit:
Required Employment History
Require a number of personal or business references that a candidate needs
Exclude applicant history
Exclude applicant reference
Flag applicants automatically based on their answers.
Next is how to add or edit application questions. We found that with this product, applications and questions that were previously used may not be useful anymore. Instead of having to delete out the entire application, we offer the ability to add or edit existing questions on applications.
I have the capability of adding in a new question and select what part of the application that question needs to be attached to. I can also add additional sections if needed, and even edit the question format. For example, is it a yes or no? Is it a dropdown from a list? Is it a text box that the candidate would fill out? Then I can do a couple different things that are very important, but very subtle. A lot of things that come up with in terms of paper applications is the candidate ignored a section and turned in the application and left. The nice thing with our applicant tracking product is that I can require that questions be filled out completely. I can also require that that question is flagged, depending on the answer. I can flag that question so that it pops up if I get a certain answer. For example, a commonly used one with my clients is...have you ever convicted of a felony? If someone replies yes to that question, first I want to make sure they fill it out and give me a yes or no. If they say yes, I want to know about that because that could jeopardize their candidacy for this job.
Another feature that is out there is question sets. Once I have set up all my questions I can, at any point in time, take an application and the existing questions that are out there, take them, move them off and change up the field or layout of that application. For example, if it is no longer relevant for this posting to know whether the candidate is 20 years of age, just click on that and move it to the other side. That question is no longer on the application. That’s another example of the flexibility that is built into the system.
On top of that, a very important element that we provide as part of the product is what we call ‘electronic correspondence’. Correspondence would be those things that we send back to a candidate once they fill out an application. Or once we have decided that they’re not the best candidate for the job, some sort of rejection or disclaimer. Our system has the capability of putting in different types of application responses that get sent back to the candidate automatically. Again, we would train you how to use this. This would be an example of a standard employment rejection.
If I viewed this candidate’s application and don’t like this person for whatever reason, I can automatically send them an email saying ‘thank you for applying for this job on this date...don’t call us we will call you.’ I can have a number of different employment rejection letters so you don’t have to use just one. Another type of useful information provided to clients would be ‘submitted’. How do I confirm this candidate has gotten notification that they filled it out properly? I can start a general employment success or confirmation that reads ‘Thank you for your interest in Dominion Systems. We will get in contact if we have interest.’ Correspondence can be added or changed at any time.
Another aspect ATS has is job titles. I can have a list of job titles so if I am a larger organization, instead of keying different job titles for the sake of uniformity I can have a list of job titles that keeps listings uniform across the business and reporting element.
Applicant Tracking also has rejection reasons. This is an element that was added about a year ago for businesses that wanted to track rejection reasons.
Is it because of education?
Is it because people don’t proper skill level for this type of job?
Or maybe a different reason that we are not aware of internally?
Rejection reasons are a drop down menu, so I can attach a rejection reason to that rejection so later I can report on other trends within my organization. If we are having problems filling this position is it because our standards are too high or too low? Rejection reasons give you a clue into what’s going on.
What does an actual posting look like? I can add a post to the system whenever I want to, I can also view the filled postings. Right now I have 4 different postings out there, so I am going to click on sales postings to show you what it looks like. Notice it is still editable so an admin can still look and change certain aspects of the posting.
Inside of this I can select a description and a posting type. What is very important to our system is the ability to offer postings internally to your employee group and externally to the public, or both. You might have a posting that you put out onto Employee Self Service or to your current employees. So I can say for the next 3-4 weeks, we are going to see who else wants to apply internally for this position. At that point I can then open it up to the public. So you have the ability to cut down or compartmentalize these openings for a certain time frame if necessary. I can see what applications are tied to that posting. Job type, division, department, category, resume. Like I mentioned earlier, you have the ability to have resumes attached to applications, or you can just have resumes only, depending on the type of opening you have. So you’ve got some flexibility there. I have an area out here under job requirements that I can fill out as much detail as I want. Things like education, job location, start date, salary, hours. I also have posting dates, which is very cool. Posting dates allows you to put a date up on the site that puts the posting up for a certain period time, and after that time is reached, pull it off your site. Very important nowadays with SEO, where I want to make sure that I am current. Or also, if I tend to have a posting out there all the time, sometimes it becomes white noise to candidates. So occasionally pulling off that posting, leaving it blank for a little bit and then putting it back up will generate interest than just leaving it up all the time. Rejection correspondence would be what type of rejection is standard for this and then what sort of general success. ‘Thank you for completing this application information’ would be sent.
Since the great recession of 2009 a lot of employers told us the same thing over and over, ”job postings that used to have 10-15 applications submitted all of a sudden have 200 applicants.” So what we found for some employers is I would get a 100 different applications for a single job. Realistically I wouldn’t go through all 100 applications; I would typically go through the first 10-15-20 until I got a good candidate. What happened to all the other folks that applied for the job? The fill date allows you to close the loop. By putting a fill date within the system it will automatically send out a rejection notice to every other person who submitted a resume I haven’t look at or who submitted after I found the candidates I wanted to interview.
The next element of ATS is application search. With application search we have the capabilities to grab a lot of pertinent information. When people apply I can screen different application by posting type, the job type, the posting category, and these are all customizable, job title, division, and or department. Another area that is key or popular is what is called applicant name search. This is very important if you have a friend or your boss comes to you and says, ‘Hey can you do me a favor and find my very good friend Paul? His daughter, Chelsie, is looking possibly to interview, can you have her in?’ Sure, not a problem. Let me put in Chelsie’s name and it will automatically pull up her application in the database.
There’s also keyword search. This option allows you to pull up information off of different applications. For example, if you find within your business there are certain schools such as Grand Valley State University, Hope College, etc. Or a certain type of experience that is important. As opposed to going through all the applications, I can do a keyword search for what I need. I can do a posting number search and date range. Now for a quick look here, what I am simply going to do is put in a date range for my applications to see who has applied for different types of positions and search. At this point I only have my example, it is very basic 2 people that actually showed up for this search. Color coding- green will tell you their application has no red flags on any of the questions. If there name is in red it will actually show you they have red flagged something. A couple different things to get their applications, I simply click on the icon on the far left and at that point the application will pop up...all applications are kept as long as you remain a client.