Get this kit ready, before you start on a Talent Acquisition System project.
You have embarked on the exciting journey of rolling out a new Talent Acquisition System (TAS) for your employees, gone through the rigours of selecting the best fit software and even onboarded an excellent system implementation partner. The contracts are signed, project teams are in place and the project kick off date is nearing. Excellent! But, your preparation for starting the project is incomplete till you have the “Business Process Information kit” in place.
What is a Business Process Information Kit? Put simply, it is a collection of documents related to your existing (AS-IS) talent acquisition process. Look at it as a documentation of your existing processes and more importantly, inventory of artifacts used. It can include process overviews, forms, templates, reports, amongst others. Once compiled by the HR/HRIT teams, the business process information kit can act as a ready-reckoner reference kit during the implementation cycle.
Why is it important? The best run projects are those where the HR/HRIT teams work in unison with the implementation partner. While the implementation partner will bring knowledge about the new product and processes to table, the TO-BE processes can be effectively designed only with the organization specific context brought in by the HR team. This is where compiling a Business Process Information (BPI) kit can come handy. Let’s explore some key advantages of doing this:
(a) Reduce turnaround time during implementation: Early in the project, the implementation team will ask for copies of your existing processes, requisition form, job application forms etc. Having them compiled in advance will greatly help to optimize the design sessions. This extends to other artifacts like offer letter templates to job templates to list of reports and more. Do not wait till the implementation starts to compile this. Being prepared with these in your BPI kit will help you to stay one step ahead.
(b) Identify specific requirements/issues early in the process: It’s the specifics that matter. While most project teams focus on the talent acquisition processes from even the RFP stage, specifics like forms, templates, reports etc. come up once the implementation starts. This can potentially lead to incomplete requirement gathering during the design phase or lead to additional requirements coming up at later phases. Having a BPI kit prepared early, can help to address this to a good degree.
(c) Reduce complexity in a multi-country/multi-site implementation: Imagine a multi-country implementation where there are country specific processes or data fields used. Even when one does a global process harmonization, there will be local requirements that cannot be dropped, especially those with legal implications. In such cases, it is extremely important to have country specific forms, templates, processes etc. ready before one starts the design sessions.
(d) Overall process awareness/readiness: Going through the process of compiling a BPI kit can act as a refresher of the overall process for the project team. This is especially relevant in the case of large organisations with multiple talent acquisition teams and processes.
For the collective success of the project, it is essential that the HR/HRIT teams are equally prepared with details of existing processes, even before the project kicks off. A preparatory workshop with core internal project members is an excellent initiative to ensure this readiness.
What should a Business Process Information kit contain? This will vary based on size, complexity and maturity of business processes.
At it’s core, the kit should contain details under the following categories: (a) Overview of the overall and specific business process (b) Copies of forms used in the process (b) Copies of templates used in recruiting (c)Technical overview like integrations and list of reports.
Let’s breakdown these categories for better understanding. Also refer to an easy checklist provided below:
- Overall Process Overview:
a. Overview of recruitment process and types of recruitment.
b. Talent acquisition organization and roles.
2. Existing Forms:
a. Requisition Forms.
b. Candidate Application Forms.
c. Onboarding Forms.
3. Process Flows:
a. Requisition creation and approval.
b. Candidate application processes.
c. Candidate selection processes.
d. Offer creation and approvals.
e. Onboarding process.
Existing Templates:
a. Job description templates.
b. Offer templates.
c. Candidate communication/Correspondences.
4. Reports:
a. List of reports specific to Talent Acquisition/Onboarding.
5. Integrations:
a. Integration of internal systems to talent acquisition system.
b. Overview of third-party system integrations to/from Talent Acquisition System.
So, how do you get started? Most of the contents of the BPI kit should already be present in your organisation. This will be a cross-function initiative and reaching out to process leads, HRIT teams, country specific process contacts etc. should help you to effectively compile the BPI kit. You might have already collated items like business process maps and list of reports during the RFP phase itself, making the job of compiling the BPI kit easier. But, remember that we need to go one step granular now. We will need specific samples of forms, templates, reports and the likes for the BPI kit.
Having a “readiness assessment” workshop prior to the start of the project with all internal project team members is an effective way to facilitate the process of compiling the BPI kit as well.
Is a BPI kit absolutely necessary? No. Is it recommended to have one? Yes. Will it ease the implementation process? Absolutely yes! And is it worth the effort to compile one? Yes again!
Enough said. I am sure you will make the right choice.
