In this seventh edition we will focus on tips around...
System - Vendors - different uses.
Best Practice - Administrator role, responsibilities and agreement.
HR Operations - The magic of Christmas - back to work fairies?
Vendors
When we set up client systems, we always focus on using the vendor section for recruitment agencies, so if the client doesn't engage recruitment agencies to support their talent sourcing, often this section of the system lies dormant, and we think this may be a wasted opportunity.
But, how else could you use this section? If we consider how it works, it might give you some ideas.
The vendor dashboard acts as a portal for external contributors to submit applications for particular requisitions.
What if you had a regular referrer for certain roles?
For example, if you recruit graduates for your graduate program, perhaps the University Student Coordinator could be a vendor who submits applications on behalf of its students.
Or your organisation provides services at a particular location where other organisations also work - an airport, a shopping centre, a co-working hub, a large commercial building. Perhaps your ideal candidate already works at the location (great for part-time or casual workers). You would be able to create the central office of the location (e.g. Centre Management) as a vendor with a common email address with access to the Dashboard allowing anyone on that email list to be able to submit candidates.
A referrer could be a contact at a job centre, information / visitors centre, support centre, a location where they have potential candidates 'walk in'; there may be many examples of where you could potentially source candidates, but don't necessarily know when an opportunity might arise.
The process could be:
When advertising a role, you think about where the role is based and/or what skill set is required.
Enable the Agency Portal toggle in the job ad.
Look through the vendor options and choose the ones that might have contact with your ideal candidate and then select specific users for each of those vendors.
Once selected, the vendor user will receive a notification to advise them that they have been invited to submit applicants for a job vacancy, which they can do via their dashboard link. Candidates will be identified in the requisition as having come via the vendor channel.
TIP: If you simply want the external referrer to share the external link, remember to include the link in the job description of the job ad.
System Administrators
Despite the automation and time-saving that comes with implementing a system, the system still needs to be maintained and managed.
Often, in the HR team, we choose someone to act as an administrator for all or part of the system who then, through their admin profile, can access information that they are likely not privy to as part of their usual role (e.g. salary information, performance information, disciplinary records etc).
There are a couple of choices – you can provide the administrator with access to just one part of the system (e.g. Recruitment, or Onboarding, or Learning, or Performance), or you can assign a user to multiple security profiles, allowing them to act as the administrator across multiple modules.
There are also a couple of new(ish) profiles developed by ELMO – Contracts (View Only) which can be very handy for payroll, and General Dashboard Admin Permissions, which allows someone from marketing or internal comms to update content on the Dashboard without having to have Company Admin access.
This will work for those subject matter experts in each team, such as the Talent team, Learning and Development and HR Business Partners; but these module-based admin profiles also mean there are some limitations to what they can do, such as impersonate a user, complete a form on behalf of another user, access Analytics/Custom Reporting, to name a few.
However, if someone in the HR team is to act as the full system administrator, you will want to ensure that they understand the responsibilities that come with the role and ensure that there is a written document that confirms their agreement to act responsibly and ensure the confidentiality of the information they have access to.
For our clients who have Contracts Manager, we recommend issuing a contract via this module, so the agreement is visible on the employee’s profile. For clients who do not have Contracts Manager, we recommend creating a form and uploading a signed agreement onto the form.
We would recommend that the Agreement is refreshed each 12-24 months to ensure that changes in responsibility/the system are reflected and as a reminder to the Company Admins as to their responsibilities.
We have a draft role outline and agreement you can download from our website when you sign up to access our resources page.
The magic of Christmas - back to work fairies?
Can you believe that it’s just over 10 weeks until Christmas?
How would you like to head off on a break over Christmas this year and when you get back in January 2024, discover that the ‘Back to Work Fairies’ have been sprinkling their fairy dust on your ELMO and HR systems?
The team at MTPI will have capacity over the Christmas/New Year period to support a few clients to get ready for the 2024 year ahead.
Here are some ideas of what we could do to help:
Conduct a review of your ELMO system and make some recommendations and/or take immediate action to streamline your system and processes.
Customise 12 courses ready for your review and roll-out of one per month, with accompanying comms materials.
Review your policies and procedures in line with Fair Work changes and other best practice, ready for your review.
Prepare an employee engagement survey template for you to deploy in the new year.
Review your Dashboard (Home page) and provide you with resources to refresh and update your Dashboard each month.
Develop support resources (Reference Guides and/or Screen Recordings) for areas of the system where there has been confusion or poor uptake and/or for the Administrators.
Update your position library by populating all the role descriptions, based on your current position descriptions and/or uploading your PDF position descriptions to your document catalogue.
Upload profile pictures for all of your team
Create a ‘re-engagement’ workflow and assign to all of your team to get them back into your system when they are back from leave.
Build and schedule custom reports to help provide visibility to your team.
Review external third-party processes to identify where these can be automated by utilising tasks and notifications in the system.
Anything else you need… just ask!
If you would like to engage the MTPI ‘Back to Work Fairies’ for your organisation, get in quick so you don’t miss out, as we have limited capacity.
We look forward to spreading our fairy dust for you this Christmas.
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