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New Software Speeds Up Hiring Processes
Taleo Talent Management System Automates Processes that Benefit Both Hiring Managers and Candidates

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Edward Moretti, Director of Human Resource Services, LISVH; Liz McCoy, Chief Human Resources Officer at Stony Brook University Hospital (retired); and Lynn Johnson, VP of Human Resource Services, Stony Brook University.



July 22, 2014–In this interview Lynn Johnson, Stony Brook University Vice President, Human Resource Services; Liz McCoy,* Chief Human Resources Officer at Stony Brook University Hospital; and Edward Moretti, Director of Human Resources at the Long Island State Veterans Home at Stony Brook University, discuss the implementation of a talent management system
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The University has selected a Talent Management System (TMS). Can you tell us about the selection?

Yes, as a result of an Operational Excellence initiative, we are very pleased to bring the Oracle Taleo Talent Management System to the campus. Our teams have been working with a Division of Information Technology team to introduce a system that will work alongside PeopleSoft and will bring automation to recruitment and onboarding.

What is a Talent Management System?
A talent management system (TMS) is integrated software that automates processes and helps reduce administrative efforts related to recruitment and management of candidates, performance management, the hire process and new employee orientation, known as onboarding.

What can you tell us about the TMS Project?
This is an ambitious Operational Excellence initiative in that we are aligning and automating processes across three different Stony Brook entities. 

A senior manager from each of the three areas was selected as a project leader; Steve Riccobono from Stony Brook University, Lou de Onis from Stony Brook Medicine and Felisa Martin from the Long Island State Veterans Home. Matt Paplin, a Project Manager from the Division of Information Technology’s (DoIT) Program Management Office coordinates the complex project activities that the project team has been tackling daily.

Specifically, what can a TMS do for a hiring department?
There are many advantages for a hiring department. For example, a TMS:

  • Provides the tools to help reduce the time and effort to hire
  • Screens and identifies candidates who meet preferred qualifications
  • Enhances and speeds communication with applicants; acknowledging receipt of applications, collecting additional information, and sending letters during the recruitment process
  • Captures applicant pool data, which helps with current and future searches
  • Uploads hired applicant data automatically into PeopleSoft, eliminating duplicate inputting and making it a paperless process
  • Ensures Equal Employment Opportunity compliance
  • Offers better insight into resource allocation

How will the new TMS help candidates?
Candidates will be able to easily apply to multiple jobs that are posted using a single profile that they can create and update at any time; they can even use LinkedIn to build their profiles. Applying for positions is simple — just a few quick clicks online. They will be able to see where they are in the search-and-selection process and can also search for positions for which they had previously applied.

What is the most important improvement that the new TMS will accomplish?
The system will help reduce the time to hire candidates. Pre-defined approval points will increase administrative efficiency, and pre-defined onboarding ensures that all new hires or transfers get the material they need to begin or continue their Stony Brook career. By speeding up the process, Stony Brook will be better positioned to hire the best qualified candidates.

How does the new system facilitate University recruitment?
The TMS will facilitate the recruitment process in several ways.

  • A hiring manager will have access to pre-written templates that will include the job’s requirements and duties. Minor alterations to the template can be made quickly, which will speed up the approval process.
  • A robust audit trail enables the system to record an applicant’s progress on a real-time basis.
  • A contingent offer can be sent to the applicant by using the system’s e-signature portal. Accepted contingent offers will activate a range of automated notices, tasks and processes that start the onboarding process electronically.
  • Many aspects of the new employee orientation program can be incorporated into the process, making better use of the new employee’s orientation time.

How does the new system assist current Stony Brook employees?
State and Research Foundation employees at Stony Brook will be given instructions on how to build a profile. Current Stony Brook employees can search for posted job opportunities through an Internal Current Employee site. Any job posted on the External Candidate site will also be available on the internal site. Employees will be able to receive customized job alerts based on a host of parameters they establish. They will also be able to use a profile to expedite the application process for a transfer or promotional opportunity.

Is there a learning curve for implementing TMS?
Because the TMS is new to Stony Brook University, training will be provided to support its effective use and to enhance recruitment efforts. Training will provide senior management, divisions, departments, hiring supervisors and search teams with the necessary tools to conduct fair searches, as well as support their efforts to diversify the work force.

When will the new system be up and running?
The TMS is scheduled to go live this fall. As the team approaches the training and implementation stages, there will be outreach and more frequent communications to all potential Stony Brook users.

 

*Liz McCoy is recently retired


 

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