Case Study: Implement an Applicant Tracking System

Client: Global Financial Services Firm

Function: HR Department

Project: Implement an Applicant Tracking System

Project Mission

A global financial services firm hired Intellilink to implement an Applicant Tracking System (ATS) for its North American territory. Since its inception three years earlier, Recruiting function had grown in its capabilities and needed assistance with managing, tracking, and reporting on its applicants and requisitions. The Recruiting function did not maintain a centralized database of applicants and managed open requisitions by individual recruiters and their own processes. In addition there was no reporting available at any level. Implementing an ATS would decrease reliance on agencies, increase self-service and automation while freeing up time for the Recruiters.

Challenges

In the interest of reducing costs and managing applicants electronically quickly, the firm chose an ATS that could be implemented with a Rapid Application Development (RAD) methodology. The RAD process assumes a 6- to 10-week timeframe to design, customize, and launch the system. This posed challenges in an environment with disparate IT systems for gathering employee data, limited staff resources, and the team’s lack of comfort with technology.

Solution

Project Management

Intellilink led the system implementation and vendor management initiatives. Our consultant was the point of contact and systems expert for senior HR management, the Recruiting team, HRIS, IT, and other superusers. The Project Manager oversaw the configuration and customization of the system, pilot testing, post-implementation issues, and systems governance as well as engaging in the exploration of additional functionality at the request of individual lines of business.

Change Management

Concurrent with the implementation, Intellilink worked with the head of Recruiting to develop a change management program. After agreeing on the success measures for the ATS, Intellilink consultants drafted a communications plan to introduce the system to the hiring managers. The communications plan consisted of the initial communications to a sample of cross-functional users for User Acceptance Testing, Firm-wide communications for the launch of the career website, and ongoing marketing to increase user adoption. In addition, our consultants created a user’s guide customized for the client, trained the system administrator and superusers, and developed best practices for integration with current processes.