Materials Distribution Services

Check the "Contract Updates for the Week"

Click here for Piggybacking data form

APPLICANT TRACKING SYSTEM

SCOPE: Contract for the purchase of an applicant tracking system.

UW-Madison currently employs 21,727 faculty and staff within 34 colleges and divisions. Last year alone campus departments and divisions posted vacancies for 3,494 positions through a combination of open recruitments and transfers. This total does not include employees hired for temporary, limited-term employment in the classified employment category, or individuals waived into an academic staff position.

The Wisconsin Legislature has given the University the authority to create a university-specific human resources system. A key component of this new system will be the implementation of a University ATS with the goals of 1) providing improved communication with job applicants, 2) providing a more efficient and applicant-friendly application process, 3) streamlining and decreasing administrative burden for hiring managers, 4) enhancing the Office of Human Resources’ (OHR) ability to effectively monitor the full-life cycle of all recruitments, and 5) providing important data on the diversity of applicant pools and the sources of job applicants.

The University of Wisconsin-Madison is a large, decentralized, and complex institution. The central Office of Human Resources develops campus wide policies, systems and processes but individual academic and administrative divisions, units and departments have significant autonomy for human resource planning and management, including recruiting and hiring.

This organizational structure has implications for the management of recruiting and hiring processes, for example, recruiting activities take many forms on campus:

• Ad hoc search committees are often formed for specific recruitments.
• Hiring managers and HR staff may be involved in a recruitment process only once or infrequently.
• The role of “recruiter” is not consistently defined. In some cases, recruitments are led by experienced HR professionals while, in other cases, this is an added responsibility for search committee members.
• In some cases, external search firms are used to recruit for certain positions.

Our decentralized structure has a particular impact on data security and access to information. Hiring units (e.g., colleges, schools, divisions and departments) should not have visibility into each other’s recruitment activities. Access to applicant, candidate, and selection information must be able to be restricted by role, campus organization, employee category, and potentially, by specific recruitment. We would also need the ability to create multiple workflows for the approval of positions.

Some examples in which security roles are important are:

• If a current University employee applies for a job in another department, her/his application should not be visible to that employee’s current department.
• An application status of any candidate must be visible only to the hiring department or other users with broader security roles.
• A current employee’s profile must not be visible to any hiring units prior to his/her submission of an application.

Currently UW-Madison is using PeopleSoft version 9.0, which we plan to upgrade to the 9.2 version in fiscal year 2016-17. We use the following PeopleSoft modules: absence management, benefits administration, commitment accounting, eBenefits, human resources, payroll for North America, time and labor, and HCM data warehouse.

UW-Madison also has a homegrown system known as the “Job and Employee Management System” (JEMS) to enter new vacancies and import information about vacancies and the candidate into PeopleSoft. A requirement for the new ATS is that JEMS continues to be the front-end of the applicant tracking system selected. It is important that integration into JEMS and other third party systems is possible.

new and emerging cloud based services may be offered.  These other products will be accepted based on the sole discretion of the University

“V” F.O.B. SERVICE/MAINTENANCE

UW Madison:  Contact agent at mojgan.hall@wisc.edu for pricing.

Revision History