Candidate Care and Employee Support Drive Business Process Transformation

The "recruit to hire" process, the initial employment experience for the university’s faculty, staff and students, was selected by university leadership as a business process transformation (BPT) opportunity as part of the Enterprise Project. A group of human resources (HR) professionals from across the university, including regional campuses and the medical center, has streamlined the recruit to hire process through focused BPT workshops, consolidating the entire process from 461 steps to 72 steps. This link provides a larger view of the future-state design tree shown below.

Future-State Design Tree
The Enterprise Project is a business process transformation and system implementation that will advance Ohio State’s strategic plan by encouraging more mission-driven work. The goal of the recruit to hire BPT was to re-imagine the overall recruiting and hiring process to best serve candidates and hiring managers.

"What [workshop participants] looked at was the desired outcome, and it was truly to create an outstanding experience for our new hires, as well as our hiring managers," said Joanne McGoldrick, associate vice president of Total Rewards, at the Architect Phase Community Forum. "The most important thing they did though, was they listened."

Workshop participants embraced the change methodology that shaped the discussions and activities, approaching the work with an open mind and a forward-thinking attitude. Their diverse backgrounds contributed to a range of perspectives from the various corners of Ohio State.

Elayne Siegfried, human resources director for the College of Food, Agricultural, and Environmental Sciences, felt that the BPT workshops gave both her and the college an outlet to collaborate on a larger scale.

"One of my goals as an HR director is to become more involved at the university level, and have a better understanding of how our college can partner and become better by reaching out," said Siegfried, who is based at the Wooster campus. "This was an opportunity."

The BPT workshops were divided into four key components of the recruit to hire process: planning, sourcing and screening, interview and selection, and onboarding.

The current recruit to hire process is characterized by complexity, a lack of transparency, manual processes and compliance risks. Workshop participants then identified the root cause of pain points, brainstormed solutions and proposed accompanying action plans. Ohio State’s future state recruit to hire process includes:

  • An emphasis on candidate care.
  • Consistent and standard processes.
  • Unified background checks.
  • Streamlined onboarding.
  • Diverse applicant pools.

Components of these broader themes are already in progress. Examples of solutions currently underway include diversity recruitment initiatives, standardized assessment guides for interviewers and relocation consistency for new hires. Long-term solutions are in the beginning stages of development, including creating a centralized student employment center, building an internal sourcing center of excellence and aligning start dates and orientations.

Recruit to Hire Functional Lead Tammy Ament touted the workshop participants for their energy and engagement throughout the three month duration.

"After years of talking about ways to make it better, to actually see the whole group, both campus and medical center, working together to create something that should be streamlined and smooth, was so exciting,” said Ament. “It was really a positive experience."

Tammy Ament presents during a BPT session.

Siegfried agreed, noting that workshop participants were committed to coming together to support what was best for the university as a whole.

"It was great to see the interest from such varied parts of our university. We had the collection of all walks of life willing to work in one direction,” she said. “I don’t know that we’ve ever been there before and it’s something we need to keep alive."

Andrea Gintert presents during a BPT session.

For more information about the transformational work of the Enterprise Project’s HR and payroll workstream, please visit the Enterprise Project website.