Applicant Tracking System Business Case
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The document proposes implementing an Applicant Tracking System (ATS) to streamline the company's labor-intensive and unstructured recruiting processes. It notes that an ATS could increase recruitment productivity, standardize processes, improve compliance, and access a larger candidate pool. A financial analysis estimates that an ATS could realize a ROI of $38,950.93 per year by reducing time-to-fill, manual processes, and lost revenue from vacancies. Qualitative benefits include improved compliance, a better candidate experience, and increased employment brand awareness. Risks are identified but can be mitigated through vendor selection and implementation practices. It is recommended to implement an ATS for significant benefits.
![Executive Summary
As our company grows it is increasingly important to streamline processes while supporting the organization
with the best talent.
Currently, [The Company’s] recruiting processes are labor intensive, manual, and unstructured. Statistically,
inefficiencies like these increase recruitment costs and decrease overall company profitability. In order to
improve on recruitment efficiency, this presentation proposes the use of an Applicant Tracking System (ATS)
to:
• Increase Recruitment Productivity
• Standardize Recruitment Processes
• Improve Recruitment and Hiring Compliance
• Facilitate Access to a Larger, More Qualified Candidate Pool
In the pages that follow, a careful analysis of the problem and proposed solution are covered including
quantitative and qualitative return on investment from financial, technical, operational, and strategic
perspectives.
Based on the many quantitative and qualitative benefits associated with the use of recruitment technology, it is
recommended that [The Company] implement an Applicant Tracking System and supporting technology for job
distribution.](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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Applicant Tracking System Business Case
- 2. Executive Summary As our company grows it is increasingly important to streamline processes while supporting the organization with the best talent. Currently, [The Company’s] recruiting processes are labor intensive, manual, and unstructured. Statistically, inefficiencies like these increase recruitment costs and decrease overall company profitability. In order to improve on recruitment efficiency, this presentation proposes the use of an Applicant Tracking System (ATS) to: • Increase Recruitment Productivity • Standardize Recruitment Processes • Improve Recruitment and Hiring Compliance • Facilitate Access to a Larger, More Qualified Candidate Pool In the pages that follow, a careful analysis of the problem and proposed solution are covered including quantitative and qualitative return on investment from financial, technical, operational, and strategic perspectives. Based on the many quantitative and qualitative benefits associated with the use of recruitment technology, it is recommended that [The Company] implement an Applicant Tracking System and supporting technology for job distribution.
- 3. (Delete any that do not apply) Financial • Extended Time-to-Fill •Prolonged Absence of Revenue-Generating Staff Member •Temporary Staffing Costs •Overtime for Workers “Filling in the Gap” •Overtaxed Staff Resulting in Decreased Morale Operational • Time-Consuming, Manual, Disparate Processes •Resume Review and Screening •Applicant and Recruiter Workflow •Manual Tracking (Candidate Flow, EEO, OFCCP, Etc.) Strategic • Insufficient Number of High-Quality Applicants •Good Candidates May be Overlooked •Quality Candidates May Not be Able to Find Our Job Listings Amid Competitors’ Noise Technical • Inability to Generate Reports •Measure Productivity •Identify Areas for Improvement •Monitor ROI of Recruitment Dollars Spent Business Problem
- 4. Objectives: (Delete any that do not apply) Realize Financial, Strategic, Technical, and Operational ROI • Improve Recruitment Productivity • Reduce Time and Cost-to-Fill • Expand and Improve Quality of Applicant Pool • Achieve and/or Maintain Compliance (EEO, OFCCP, Etc.) Proposal: Implement the following recruitment technology(ies): (Delete any that do not apply) • Applicant Tracking System (ATS) • Automated Job Board Posting • Social Media Recruitment Software Proposal & Objectives
- 5. 1. http://www.careerbuilder.com/jobposter/small- business/article.aspx?articleid=ATL_0093COSTOFUNFILLEDPOSITIONS 2. http://www.ropella.com/pdfs/Ropella-Cost_of_Vacant_Postions.pdf 3. http://www.emeraldinsight.com/journals.htm?articleid=1876817 4. http://www.eeoc.gov/policy/docs/national-origin.html 5. http://www.blogging4jobs.com/hr/blogging4jobs-exclusive-85-of-job-seekers-rely-on-career-sites/ 6. http://www.potentialpark.com/wp-content/uploads/2013/02/OTaC-2013-Global-Results-Release.pdf 7. http://visual.ly/social-media-and-effect-recruitment 8. http://www.shrm.org/Research/Articles/Articles/Pages/ROI_20Series__20Benchmarking_20For_20Continuous_20Improvement.aspx 9. http://www.ilr.cornell.edu/cahrs/research/upload/Round-2-Moon-and-Li.pdf (Delete any that do not apply) ATS Can Change Problems to Opportunities Financial Operational Strategic TechnicalFinancial: • Reducing Time-to-Fill Improves Revenue1 • Reducing Time-to-Fill Improves Employee Morale, Customer Satisfaction, and Competitive Advantage2 Operational: • Studies Show Standardization of Recruitment Processes Result in 25% Reduction in Time-to- Fill and 30% Reduction in Cost-to-Fill3 • EEOC Recommends Recruitment Standardization to Reduce the Risk of Discrimination in Hiring4 Strategic: • 85% of Job Seekers Rely on Career Portals5 • Career Portals and Facebook are the Two Most Important Places for Talent and Employers to Meet6 • 73% of Companies Successfully Hired Using Social Media7 Technical: • According to SHRM, Effectively Managing Workforce Productivity with Reporting can Increase Shareholder Value by 10 – 20%8 • Organizations Using Workforce Analytics have 8% Higher Sales Growth, 24% Higher Net operating Income Growth, and 58% Higher Sales Per Employee9
- 6. •Standardized Processes •Process Automation •Advanced Reporting for Continuous Improvement •Improved Compliance •Access to Larger Candidate Pool & Higher-Quality Hires •Improved Candidate Experience •Increased Employment Brand Recognition •Single Database with Unlimited Data Storage •Easy Integrations •Web-based Solution Requires No Internal IT •Upgrades & Training Included at No Additional Cost •Increased Productivity •Elimination of Manual Processes •Time to Focus on Projects that Improve Profitability (e.g. Retention) Financial Technical OperationalStrategic (Delete any that do not apply) ATS Return on Investment Summary
- 7. Company Revenue $25,000,000 Annual # of Employees in the Company 200 Total number of Vacant Positions 5 Average # of Resumes Received Per Position 200 Recruiter Cost Per Hour ($45k + benefits) $25.96 Per Hour Hiring Manager Cost Per Hour ($100K salary + benefits) $57.69 Per Hour # of Hours Per Week Spent Sourcing - Cumulative for all Recruiters 5 Hours # of Hours Per Week Spent on Manual Processes - Cumulative for all Recruiters (Excel Spreadsheets and Email Folders for Tracking Applicants, EEO, Manual Reporting) 40 Hours Without ATS With ATS Recruiting Costs Cost of Employment Advertising Per Vacancy $2,500.00 $2,500.00 Cost of Resume's Received, Sorted, & Reviewed (2 minutes per resume) $865.33 $432.67 Cost of Sourcing Activities $129.80 $64.90 Recruiting Cost Total $3,495.13 $2,997.57 Interviews Costs Recruiter Phone Screens (Assuming 10% of all resumes are phone screened) $259.60 $129.80 Hiring Manager Phone Screens (50% of Recruiter's phone screens are referred to hiring manager) $288.45 $144.23 1 hour Face-to-Face Interviews - Recruiter (50% of Hiring Manager's phone screens equal interview) $129.80 $64.90 1 hour Face-to-Face Interviews - Hiring Manager (50% of Hiring Manager's phone screens equal interview) $288.45 $144.23 Interviews Costs Total $966.30 $483.15 Manual Processes Manual Processes (Excel Spreadsheets, Email Folders for Tracking Applicants, EEO, Manual Reporting $1,038.40 $0.00 Manual Processes $1,038.40 $0.00 Lost Revenue from Vacancy Average Lost Revenue per Day (calculated total annual revenue/# of employees/average 220 work days) $2,840.91 $2,840.91 Average time to fill in days 37 24 Lost Revenue from Vacancy Total $105,113.64 $68,181.82 Minimum Total costs (excluding travel expenses and onboarding) $110,613.47 $71,662.53 ROI $38,950.93 ROI Calculations Company Profile (Edit the Company Profile to Personalize This ROI Calculation) Increased Productivity Improved Compliance Web-Based Solution Requires No Internal IT Support ATS Financial ROI: Quantitative
- 8. Single Database & Unlimited Data Storage All Candidates’ Information in a Single Location Accessible by Recruiting Staff in All Locations Easy Integration with other HR Systems Eliminates Redundant Data Entry Facilitates Information Sharing Minimal / No IT Requirements Web-based Solution = No Onsite Servers Maximum Security Upgrades and Training Always have the Latest Technology Included at No Additional Cost (Delete any that do not apply) Technical ROI: Qualitative
- 9. Compliance Automated EEOC Tracking Automated OFCCP Tracking Larger Candidate Pool Social Media Job Distribution Employee Referral Programs Better Candidate Experience Standardized Application Process Branded Career Portal Apply with Social Media Profile Employment Brand Awareness Social Media Job Advertising Branded, SEO Career Microsites Branded Career Portal (Delete any that do not apply) Strategic ROI: Qualitative
- 10. Standardization Standardized Application Process Standardized Recruiter Workflow Standardized Documentation Process Automation Automated Screening Automated Candidate Ranking Automated Approvals Process Advanced Reporting Monitor Productivity Continuous Process Improvement Measure ROI of Recruitment Dollars (Delete any that do not apply) Operational ROI: Qualitative
- 11. Type Risk Risk Mitigation Financial Purchasing an Applicant Tracking System that provides little/no tangible value to the recruiting team (Buyer’s remorse) During the initial selection phase, we will evaluate the value and quality of each vendors product offering. Considerations will include: free maintenance and software upgrades, extended hours for technical support, dedicated account management, free and unlimited data storage, and software configurability. Strategic Business developments result in dramatic growth before ROI is realized (outgrow software too quickly) To mitigate this risk it is imperative that our company select a highly scalable Applicant Tracking System. A highly scalable Applicant Tracking System will be able to quickly add new users and provide additional career portals. Additionally, a scalable Applicant Tracking System will not charge higher rates for data storage increases, increases in the number of jobs posted to the career portal, and will not require additional databases/modules to support our growth. Existing processes do not 'fit' into software capabilities While the recruitment team recognizes and accepts that some of our existing processes may benefit from change, other processes must be maintained because of our unique business needs. Accordingly, it is imperative to select an Applicant Tracking System that is highly configurable while supporting best practice strategies. Operational Recruitment staff resistant to required process changes While a single point of contact must be selected to lead the Applicant Tracking System selection and implementation project, others on the recruitment team will be included in the requirements setting and selection process. Team inclusion will garner support and commitment as well as help to mitigate the risk of buyers remorse. Insufficient human resource experience with implementations and recruitment best practices As part of the selection phase we will consider the vendor's implementation experience and presence/absence of a consultative implementation approach as part of the value of the vendor's product offering. The goal is to identify an Applicant Tracking System vendor that can provide best-practice guidance for a streamlined implementation. Technical Existing hardware cannot support new software requirements Selecting a web-based Applicant Tracking System will reduce/eliminate hardware concerns and expenses. Failure to identify all feature and functionality requirements While a single point of contact must be selected to lead the Applicant Tracking System selection and implementation project, others on the recruitment team will be included in the requirements setting and selection process. Team inclusion will garner support and commitment as well as help to mitigate the risk of failing to identify requirements. (Delete any that do not apply) ATS Risk Assessment
- 12. Implementing an Applicant Tracking System and associated job distribution will provide the company many benefits. These are: Recruitment Technology Benefits • Significant Return on Investment in All Areas of the Company • Significantly Higher Productivity • Faster Time-to-Fill • Improved Compliance • Standardized, Automated Process • Better Candidate Experience • Higher Quality Candidates From a technical perspective the barriers to entry are low as web-based software will eliminate the costs associated with internal IT and training /software updates are included at no additional cost by some vendors. Based on these findings, it is recommended that [The Company] move forward with implementing an Applicant Tracking System as soon as possible. Conclusion (Delete any that do not apply)
- 13. Talent CRM Software • Talent CRM Software provides an easy way to engage and nurture candidates who may not yet be ready to apply for a job, but are interested in the company’s employment brand. Career Microsites • Search engine optimized Career Microsites help to reduce reliance on third-party job board postings and other recruitment marketing techniques while increasing traffic to the company’s career portal. Onboarding Software • Onboarding software automates the candidate’s transition to productive new hire by reducing paperwork, and manage tasks more efficiently. This leads to improved HR productivity and employee engagement. I-9 and E-Verify Compliance Tool • I-9 and E-Verify Software provides automated and paperless preparation, signing, management, compliance auditing, and storage of Form I-9s, as well as automatic E-Verify submission. Additional Opportunities Worthy of Investigation
Notas del editor
- As a result of the manual recruiting processes in place today at [The Company], the company is experiencing extended time-to-fill positions. Extended time-to-fill is expensive in terms of revenue generation and employee morale. Additionally, manual processes are not only inefficient, but are also time-consuming. This means that the human resources staff / Recruitment staff is unable to address other opportunities more closely linked with profitability such as employee retention and/or efficient onboarding. As the company grows, this problem will continue to worsen unless it is addressed soon.
- To that end, this presentation serves to propose the implementation of recruitment technology as a means of realizing financial, strategic, technical, and operational return on investment.
- Many times business problems actually present an opportunity for business improvement. Recruitment process improvements, such as standardized workflows available in an Applicant Tracking System, have been shown to improve time-to-fill and cost-to-fill and reducing the time-to-fill open positions improves revenue. Even though [The Company] struggles to find high-quality candidates via manual processes today, research has shown us how to open the doors to the best candidates. We see here that candidates and many other companies rely heavily on career portals and social media to for open jobs. An Applicant Tracking System can provide [The Company] easy access to these features. Additionally, Using an Applicant Tracking System [The Company] has an opportunity to incorporate continuous improvement, learning, and growth using reporting to help identify areas that may benefit form improvement and return on investment. All these opportunities can be realized relatively quickly following the implementation of an Applicant Tracking System to support [The Company’s] strategic goals.
- At the highest-level, the return on investment associated with implementing an Applicant Tracking System is both quantitative and qualitative within each of 4 areas of a business. From a financial perspective, increases in productivity will generate the largest quantitative return. An ATS will also streamline recruitment operations to feed into the company’s overarching strategic goals supported by high-quality staff. From a technical perspective, choosing a web-based applicant tracking system will reduce the barriers to entry by keeping IT and upgrade costs low.
- An ATS provides an excellent financial return on investment as a result of significantly decreased time associated with manual recruitment activities. For example, by automating initial resume screening using an ATS, interview costs can be cut in half. Other manual costs, such as manual EEO reporting or tracking a candidate’s application status are wholly eliminated. In the end, the company saves significant amounts of money implementing an ATS to automate processes. In addition to these tangible ROI elements, there are potential savings related to compliance. For example, according to SHRM, standardization of recruitment processes, which can be achieved taking advantage of an ATS workflow, reduces the risk of discriminatory hiring practices thereby reducing the risk of liability. Please note: The financial ROI calculations on slide 8 is actually an embedded calculator and can be ‘personalized’ for your company in just a few, easy steps. To edit this calculator, please follow these instructions. Double click on the embedded ROI Calculator to open it for editing Edit the numbers contained in the section titled “Company Profile” only. All other calculations will update automatically based on the numbers in the Company Profile. Click anywhere outside of the calculator to save your changes
- In addition to the quantitative financial benefits, the implementation of an ATS will afford many qualitative benefits as well. For example, from a technical perspective a single database and easy integration with other HR systems can reduce time spent on data entry and improve information exchange between functions. Again, recommending the choice of a web-based ATS solution, provides maximum security with no internal IT involvement. This coupled with free upgrades and software training eliminates barriers to entry often associated with learning new technology and the associated expenses.
- In addition to the quantitative financial benefits, the implementation of an ATS will afford many qualitative benefits as well. For example, from a technical perspective a single database and easy integration with other HR systems can reduce time spent on data entry and improve information exchange between functions. Again, recommending the choice of a web-based ATS solution, provides maximum security with no internal IT involvement. This coupled with free upgrades and software training eliminates barriers to entry often associated with learning new technology and the associated expenses.
- In addition to the quantitative financial benefits, the implementation of an ATS will afford many qualitative benefits as well. For example, from a technical perspective a single database and easy integration with other HR systems can reduce time spent on data entry and improve information exchange between functions. Again, recommending the choice of a web-based ATS solution, provides maximum security with no internal IT involvement. This coupled with free upgrades and software training eliminates barriers to entry often associated with learning new technology and the associated expenses.
- Finally, it is understood that recommending new processes and systems to an organization carries a certain degree of risk. Accordingly, some of the most common risks have and recommendations for early mitigation have been addressed here.
- To that end, this presentation serves to propose the implementation of recruitment technology as a means of realizing financial, strategic, technical, and operational return on investment.
- To that end, this presentation serves to propose the implementation of recruitment technology as a means of realizing financial, strategic, technical, and operational return on investment.