Do your recruiters have the most accurate job descriptions at their fingertips when they create new job postings? Or do they cut/paste and invent new ones just to meet daily demands and deadlines? An accurate job description is essential in attracting the ideal candidate. Wouldn’t it be great if a well-written and complete repository of job descriptions could integrate directly with your recruiting software? Join us as Mitch Stephens discusses how you can help attract the right talent and avoid costly hiring mistakes.
15. HR Administrator Role Responsibilities
Manager/Committee
• Master Templates • Review Job Description
• Reference Competencies for accuracy
• Reference Library • Edit and revise:
• Job Families • Competencies
• Export profiles • Job elements
• Workflow Process with • Descriptions
Managers/Committees • Specific skills and
• Review/Accept changes responsibilities
• Assign employees to jobs • Education and
• Process New JD Requests certifications
27. Job Descriptions
Historically:
– Duplication of effort
– Potentially out-of-date descriptions
– Lack of consistency
– Variable quality
• 136,000 employees worldwide – Little integration with other systems
• 160 countries: Europe, USA,
Canada, Developing Markets & processes
– No central repository
– Some regional systems
28. Global Job Library – Desired State
• One central repository
for all key job
descriptions
• Consistent, concise and
easy to update
“The failure to have a clear and
• Multiple languages unequivocal perception and
definition of what work is, is the
• Foundation element for
source of inordinate confusion and
a costly waste of effort.”
global HR systems Elliott Jaques – Requisite Organization
29. Foundation Data
Talent
Acquisition
Global
Performance
Global Data Job
Library
Management
Succession
Planning
30. Opportunities
• Short term:
– Gather existing job descriptions into
one place, in one format – accessible
globally
– Consolidate multiple descriptions
– Simplify maintenance
• Medium-term
– Integrate with HR systems
Global Job Descriptions enable
• Long-term consistent hiring and management
– Integrate Job Evaluations/Leveling practices.
– Integrate with
Performance/Succession
31. Benefit to Xerox: Integration
• Integrate with Talent
Acquisition system
– Updated, accurate job &
candidate descriptions
– Reduced time to create job
postings
Integration
32. Xerox: Integration with Talent Acquisition
• Data extracted from key parts of the job
description
- Position Description
- Scope & Main Responsibilities
- Candidate Description
– “Ready to export” flag
– Reformatted Text to conform to Taleo Requirements
35. Xerox HRTMS-Taleo Integration
• Integration Process
– Consolidate Job Descriptions into an export file
– Daily feed to Talent Acquisition system
Job Posting
JD in Xerox
in Talent
HRTMS Firewall
Acquisition
36. Benefit to Xerox: Multiple Languages
• Requirements:
–One job description identifier –
multiple languages
–Facilitate process of translation
and validation
–Central file of translations for Multiple Languages
re-use
–Reusable elements in Job
Description master
In this screen shot, you can see the job families have been added to the system and jobs have been assigned to sub-families on the right of the screen.This was a fist step to organising the job descriptions.
In this screen shot you can see two roles, this can be exported as an excel file to review and then engage with the business to consolidate into a single description where required.
Looking specifically at job descriptions, the historically decentralised approach presented some issues and opportunities.A job description for a Sales Manager may have been created in Canada, Austria, Brazil, France, Egypt – etc We all know it doesn’t take long for a description to become out of date, so the task of creating and maintaining descriptions fell to each of the countries.Consequently, the existing description vary in terms of style, format and content. In some regions we did have a central point to gather description – typically a place to store word documents or a basic database to store the content of the word document. We were able to leverage these systems in building a new global library
The key requirements for a Global Job Library was to ensure that any HR manager, from any country could access the key job descriptions for the business.Job descriptions needed to be written in a consistent, concise style which could be easily updated.We needed to ensure job descriptions were available in the major languages used in our business.And most importantly, the global job library needed to share data with other HR systems within the Roadmap used by HR, line managers and employees.
Specifically, the Job Library provides foundation data for the following systems and processes:Talent Acquisition – to prepare job postings and provide candidates with job descriptionsPerformance Management – to define, describe and document rolesSuccession Planning – to identify the talent pipeline and allow the matching of employees to potential future rolesGlobal Data – to answer fundamental questions like “How many people are assigned to a role globally?”The job description data is also used in compensation processes, L&D process and organisation design.
In sourcing a solution we had some key objectives in mind.In the short term we wanted to bring all job descriptions to a central place, in one agreed format – which is easier said than done!Then to identify duplicate descriptions and consolidate them to an agreed global or regional version.The over-arching objective was to ensure a simple and straight-forward maintenance process.Longer term we knew that we needed to integrate our job library system with our other HR systems to allow the sharing of data.
The next major area of benefit to Xerox, was the integration of the Job Library with other systems in our HR Roadmap.In November 2011, we launched a new Talent Acquisition system which manages the end to end process from authorising and posting vacnacies through to on-boarding.We wanted to use the job description information in the library to create the job postings – ensuring that managers always had access to up top date job information, which really takes the hard work out of preparing a job posting. It also ensured the quality and accuracy of the posting was superior, supporting hiring talent into the organisation.The design for this feature extracts the information needed for a job posting from a job description in the library and consolidates it on to one screen for editing. Once approved it is added to a file that is exported to the TA system each night. Any further change to a job description is quickly reflected in the TA system using the same process. This ensures the TA system always has up to date descriptions for a manager/recruiter to select from to create a job posting, rather than needing to maintain two systems.
The next major area of benefit to Xerox, was the integration of the Job Library with other systems in our HR Roadmap.In November 2011, we launched a new Talent Acquisition system which manages the end to end process from authorising and posting vacnacies through to on-boarding.We wanted to use the job description information in the library to create the job postings – ensuring that managers always had access to up top date job information, which really takes the hard work out of preparing a job posting. It also ensured the quality and accuracy of the posting was superior, supporting hiring talent into the organisation.The design for this feature extracts the information needed for a job posting from a job description in the library and consolidates it on to one screen for editing. Once approved it is added to a file that is exported to the TA system each night. Any further change to a job description is quickly reflected in the TA system using the same process. This ensures the TA system always has up to date descriptions for a manager/recruiter to select from to create a job posting, rather than needing to maintain two systems.
The implementation was complex as it involved Xerox, HRTMS and the supplier for our Talent Acquisition system and a lot of firewalls!However the end result to the user is seamless, the descriptions appear in the Talent Acquisition system as if by magic.
One of the main requirements for the job library was to be able to provide job descriptions in multiple languages, without creating multiple documents that would need to be maintained separately.We are in the process of working to produce the prototype for this feature.The system takes the English version of the document and when the user selects a language, it converts the text in real time to the language of their choice.The user can then print or save the translated version as required.The system uses a look up table where the translations are stored. It also has administration screens when translations can be added and validated. The validation process also uses the side by side view we looked at earlier, to compare the English version with the translated version for accuracy.This feature is a key part of our strategy for 2012 as we deploy the Talent Acquisition system across Europe – so job postings and descriptions will be required for all major European languages. The integration I described earlier has also been built to accommodate multiple languages to allow France for example to access job posting in the local language.
In these screen shots you can see how we select one of the jobs in English and then select the language and type of document we want to view.In English the document we selected looks like this, but when we select French we get an identical French version.Both of these documents can be downloaded in other formats, for example word. Which allows a country to make small local changes without impacting the master version.This is a very useful feature, as the smaller countries often combine job roles.We could also select to view the description with the English and French versions side by side – which supports the validation of any translations we have completed.
In considering multiple languages, two principles arise, that are intertwined. Translation is expensive and it is important for descriptions to be consistent across all the languages.To support this we have focussed on building and using standard statements in the library. We have added them to our master template that forms the basis for all job descriptions.We can also offer standard statements when we are building new descriptions.
In this section of our master template, we have described problem complexity at 5 levels. The user can select the level for the job description they are building and it is automatically reflected in the job description.This approach saves time, adds value and drives consistency – when you over lay the reduced translation cost of a standard approach it has huge value.
We are also working towards building new descriptions with more standard statements.We see communication skills written in about 150 different ways. By offering a choice list of statements the user can select and use as they build the description, it makes the process easier and faster than writing them from scratch or cutting and pasting phrases from other descriptions.Once again, this approach can offer us huge benefits in terms of reduced translation costs, greater consistency and better quality descriptions.
With a large number of job descriptions, we also needed additional ways to search and find specific roles or types of roles. Identifying the advanced search criteria was one of our key design elements.
Using the Advanced Search feature, we could find and select a group of jobs. In this example I have shown job families and grades. But there are a number of other search criteria, for example the location of the job, the manager of that job etc.
We captured that information in an area called Related jobs. On this screen you can see that two jobs have been identified, the type of relationship can also be captured. In this instance they are noted as having similar skills.This information allows the user to narrow down their choices, and the features help users find the roles or type of role they are looking for. In large companies where there may not be consistency in job titles, it is a very valuable feature.This feature can also be used to show career progression, the relationship of a more junior role to a more senior role.