Digitizing The Hiring Process For Rgm Healthcare

Introduction

RGM is a healthcare company which is founded in 2010. The company has 200 employees. The mission of company is that improve the health and happiness of the world. The company reach the 20 million users in more than 190 countries. The company’s app offers guided meditations designed to help with everything from stress and anxiety to relationships and sleep. They continue to grow because of the capture the more opportunity from growing healthcare market. For this reason, HR department has a big responsibility to manage this process smoothly. They need to hire 50 more employees for certain positions which are developer, design and UX jobs, product jobs, marketing jobs, operations jobs, sales jobs, data & analytics jobs and HR jobs. They need to hire mainly IT staff. However, they’ve been managed their hiring processes with the traditional paper-based methods so far. With the growing decision they decide to digitalize the hiring process. Their current methods don’t meet their requirement of new business environment. Traditional method is acceptable for the small number of candidate selection process. They need to more flexible, visualize, cost effective and clear method.

Hiring process

Paper-based workflow

No matter the company, hiring the best people for each open position is essential to staying ahead of competitors in today’s evolving markets. Many companies waste valuable time and money using manual, paper-based recruiting processes in their human resources (HR) department. The inefficiency of relying on paper processes keeps staff from spending the necessary time proactively finding and hiring the best candidates.

Paperwork is a part of every aspect of HR, and often times HR teams spend more time pushing paper than focusing on higher value tasks – like finding the best candidates for open positions. Traditional recruiting processes can be extensive and unorganized because staff wastes valuable time collecting paper applications, passing applications between departments, and tracking applicants using spreadsheets or outdated filing systems. Managing paper documents when there is an influx of resumes and applications for open positions can be a challenge, especially when, on average, 250 resumes are received for each job opening. Applicants expect to receive timely updates about their status in the hiring process. Depending on the number of applicants, it’s not always possible to email or call everyone – this often results in multiple follow-up emails or calls from the applicants. U.S. Equal Employment Opportunity Commission (EEOC) regulations require that employers retain applications and related documents for at least one year. Piles of paper resumes, applications, and legal documents are at high risk of being mishandled with paper-based recruiting processes. With stacks of paper documents piling up, companies also incur additional costs to store all the documentation required for every applicant. Shuffling through a sea of resumes and applications to identify the most qualified applicants is both time consuming and ineffective. The manual review of resumes for every job posting proves difficult to distinguish the qualified from unqualified and the best candidates are often overlooked.

Digitized-based workflow

Digitizing processes are the most common changes and enhancement trend within companies around the world. Most Healthcare industry corporations have been working on digitizing their operational workflow during the last decade. Internet, technology and globalization has allowed for companies to observe, learn and change their current processes as they procure to become more productive and efficient with this new option of operational management. The objective of RGM Healthcare is to enhance their hiring process, by changing from paper-based application to a digital-based system, that will track all applicant status and corresponding documentation through a platform system called DouSing. With that said, many companies at many industries have converted to a digital process, receiving benefits such as reducing time and money. For instance, Figure 1 represents the delta of the difference between paper-based and digital-base hiring process, or the benefit of transitioning to a digital system.

Reducing the cost and time of talent acquisition, benefits companies in many ways. For example, quicker backfill of personnel allowing the company to recover slack and get up-to speed faster than the old traditional paper-based process. Also, it provides more tools and time for the recruiter to spend more time on more valuable activities. Therefore, instead of using so much time on paperwork and forms, it allows recruiters to utilize the time on activities that are more important, such as finding the right candidate with the desired qualification and set of skills. A good real life sample is Admiral Corporation, as this company changed their system from paper-based application to a digital-based system, allowing the corporation to become more productive and efficient on their hiring process, while saving time, money, and while increasing productivity. Admiral Corporation is a 2,000 employees organization, leading within their industry, executing an estimated recruiting and hiring of at least 400 employees per year.

The main purpose of companies becoming more digital in their process is to be faster to market and having a competitive advantage. With that said, Figure 2 shows the projected income per enhancement of hiring process, from an inefficient process with a cost of $14,080 per services of two HR employees, to an efficient cost of $11,264 for the service of the same two HR employees, taking into consideration the efficiencies of 20% savings for digitalization of hiring process. Also, increase of their efficiency and productivity by streamline their process and recruiting not just people, but the right skilled and quality personnel. Additionally, according to Manager of Admiral Corporation, companies that become digital received better visibility and exposure to applicants, increasing 20% of candidates compared to the old paper-based method. If a company receives an additional 20% of candidates, and per the enhancement of their hiring process can be more effective and complete, then the on boarding process is faster per support of platforms such as DouSing. This impacts the growth and performance of the entire organization, making the digitizing process investment worth it.

Software Application (DocuSign)

Founded in 2003, DocuSign’s mission has been to accelerate business and simplify processes for companies and people all around the world. DocuSign pioneered the development of e-signature technology which allows companies of all sizes across all industries to quickly modernize and digitize the entire agreement process from almost anywhere in the world. Their value is simple to understand, legacy, paper-based agreement processes are manual, slow, expensive and error-prone. They eliminate the paper, automate the process, and connect it to all the other systems that business are already using. It integrates with customer’s websites, mobile apps, and custom workflows using Application Program Interfaces (APIs).

DocuSign Pricing

DocuSign has various plans depending on the size of company and consist of the following three categories: General Plans, Real Estate Plans and API Plans. General Plans consists of a Personal Plan for $10 a month per user, a Standard Plan for $25 a month per user, and Business Pro Plan for $40 a month per user. RGM Healthcare has decided on the Business Pro Plan for the three users that will be in charge of the onboarding process. With DocuSign Pro being $40 a month, that equates to $120 a month and an annual total of $1,440 in expenses for the software itself. If you compare that to all of the money you would spend on paper, ink and man hours, that equates to a huge savings on behalf of the organization.

The Business Pro Plan that was selected includes the following features that will RGM Healthcare speed up the hiring process:

1. Send documents for eSignature
2. Basic fields
3. Mobile app
4. Reusable templates
5. Basic workflows
6. Real-time audit trail
7. Integrates with Dropbox, Google Drive, and more.
8. Multiple languages
9. Reminders and notifications
10. Personalized branding
11. Comments
12. Collect payments
13. Advanced fields
14. Signer attachments
15. Bulk send
16. PowerForms
17. Collaborative fields
18. In-person signatures
19. Advanced authentication.

Process of Digitalization

DocuSign makes the process for going from a paper-based onboarding process to a digital-based onboarding process transition an effortless one. DocuSign automates the entire process which lets the employees create and send a fillable form in just minutes. It’s as easy as uploading any of the onboarding forms into DocuSign and having DocuSign do the rest. It will identify form fields that are already in your document and converts them into a digital and fillable format. It also allows you to create your own templates. That means less time not having to be spent on filling in the forms for employees. It allows you to import them straight into ADP, etc.

Project Schedule & Budget

Figure 3 represents the detailed schedule of every single task necessary to find, interview and hire a new employee. In addition, RGM Healthcare has developed an integrated schedule with a built-in efficiency in tasks, due to the digitalization of hiring process. Schedule includes every single task with outline number per the PMP Book, duration of each task with start and finish, predecessor and successor along with the resource executing the task. Last but not least, the schedule includes a column where percent complete per task can be updated as necessary. In addition to the schedule, RGM Healthcare has also provided a detailed GANTT Chart of their schedule, representing the time per task and where it falls from a time standpoint. With the GANTT Chart visual object, schedule provide a better visibility on what task are connected, and project a critical path in case one exist. Schedule and GANTT charts are great tools that can be utilized during meetings or presentations, to represent the benefit of gaining efficiency from a time standpoint, after digitalizing the hiring process.

Cost Benefit Analysis & Budget (time-phased)

The cost of not going paperless or digital continues to increase, in fact, the more companies take to digitize their processes, the more money and time they lose. As technology progresses, companies are really incentivized to digitalize all their processes, as they obtain a cost-saving by having employees working more efficient and effectively. Also, not having a required member at a fulltime position, can contribute to lower the overall performance of the department which could be reason to lose customers or deliverables. According to doctor J. Davis, companies that transition from paper or documents, into a digital form of processes, employees obtain at least a 20% increase of efficiency, translating to companies paying for more valuable work.

RGM Healthcare has put in place a time-phased budget, with the intention of HR personnel to administer and use taking in consideration the cost-savings and enhancements of the process improvements and digitalization of hiring process. Lastly, according to Figure 1 to 5, RGM Healthcare has made significant cost and recruiting lead time improvements, by taking the decision of going to a new digital processes from an old paper-based hiring process.

Operational Benefits

Advances in technology not only make recruiting easier, but technology can also help make healthcare recruiting more cost-effective by improving costly time-to-fill metrics, reducing agency spend and streamlining the hiring process. Talent acquisition technology can help healthcare organizations offer a more mobile-friendly job search and application process to capitalize on this trend. In fact, 89 percent of candidates think that their mobile devices play a critical role in the job hunting process.

Pipelining: Being proactive is one of the keys to success in healthcare recruiting. Healthcare organizations should work towards building strategic talent pipelines that cover both regional and national talent pools. Talent pipelining: Great healthcare candidates are hard to come by, so it’s important to build a talent pipeline well before you need it. You’re bound to come across solid candidates for whom you don’t currently have an open role — add them to your applicant tracking system anyway. When a new position opens down the road, you should already have a list of candidates to source from.

Talent nurturing: Great candidates don’t always get hired right away. Some may be shy of the required qualifications, while others may decide to stay in their current roles. Nevertheless, it’s important to keep in touch with these candidates to maintain your talent pipeline. Talent nurturing allows you to establish an ongoing relationship, so you can convert the candidates in your pipeline into hires when the time is right.

Candidate experience: Great candidates don’t always get hired right away. Some may be shy of the required qualifications, while others may decide to stay in their current roles. Nevertheless, it’s important to keep in touch with these candidates to maintain your talent pipeline. Talent nurturing allows you to establish an ongoing relationship, so you can convert the candidates in your pipeline into hires when the time is right.

Data driven recruiting: With limited time and money, it’s important to understand that you are focusing your resources correctly. Analyzing your recruitment activities provides useful insights into what’s working well and where you can improve. You may also determine some efforts are not worth the investment. Through data-driven recruiting, you can make informed decisions about how to optimize your recruitment strategies for the best possible results.