Personnel management in Pronto-Moscow media holding is transferred under management of Directum

In Pronto-Moscow media holding the project of automation of process of personnel recruitment successfully came to the end. Specialists of Akelon company developed the specialized solution based on the DIRECTUM system which allowed to formalize and simplify this process.

Situation

Owing to the fact that the company steadily grows and develops there are new projects and there is permanent enrollment of employees, need of formalization and the subsequent automation of process of personnel recruitment was recognized one of the most relevant tasks.

The rules of work which developed in holding within a task of personnel recruitment were rather effective, but were not formalized and described. For this reason there were difficulties in interaction in holding and also excessive costs of time for training of new staff of department of recruiting were required.

Certainly, information on selection of employees is closed and is not subject to distribution even in the company therefore there was a need for use of the technologies allowing to limit access rights to specific information for the different staff of holding.

Also it was rather difficult to keep track of the status of works on the specific request for personnel recruitment, volume of the done work (the number of the found candidates, the conducted interviews, etc.) and the modern tool for tracking of efficiency of department of recruiting was required.

Task analysis

At an investigation phase Pronto-Moscow process of management of personnel recruitment was completely formalized and schematically described by specialists of Akelon company together with the working group, by means of modern BPM means, for formation of general idea about rules of work and the sequence of actions at selection.

According to the results of the carried-out work the following requirements to personnel recruitment process automation were defined:

• creation of unified registers for information storage on all candidates and according to all requests for personnel recruitment, tracking of their current statuses and interrelations;
• automation of nonlinear process of approval of the request for personnel recruitment of determination of the list of interested persons depending on request conditions;
• automation of process of work with the certain candidate: studying and approval of the summary, preparation and holding an interview, decision-making on the candidate;
• automation of process of approval of acceptance of the employee, including execution of an employment agreement, preparation of a workplace, etc.;
• automatic import of requests for personnel recruitment from Excel for remote work of staff of branches;
• sale of the mechanism of separation of access rights to requests and other documents on personnel recruitment.

Solution

Within assigned tasks specialists of Akelon company executed a number of works for creation of the solution which is best meeting the requirements of the customer.

The register of requests for the selection of employees allowing to store information on requirements to the candidate, job responsibilities, an operation mode, need of business trips, the salary, etc. was created. For each request it is possible to keep any number of the related documents, to trace candidates for a position, a total quantity of the conducted and planned interviews, the status of work on the request, etc. Also there is an opportunity to import the request from the MS Excel.

Not only the summary, but also data on the expected salary level, stages of work with the candidate with indication of the results of each stage, opinion approving and causes of failure or information on employment is stored in the register of candidates for work now.

The standard route with a possibility of automatic detection approving depending on request parameters, the including all process of work on the request — from a request of the head of department for need of search of the employee before acceptance of the employee for work and preparation of a workplace was developed for automation of process of approval of the request for selection of the employee. Also process includes additional routes under approval of the curriculum vitae of promising candidates, preparation and holding interviews, collecting of responses and decision making. That at approval of date and time of an interview participants automatically received meeting requests for effective planning of the working time, integration of the DIRECTUM system with MS Outlook was executed.

Besides, a number of analytical reports was developed for the analysis of execution of requests for personnel recruitment.

To exclude need of excess work on entering of information from the requests received from branches and representations the mechanism of import of the request from the MS Excel directly in the DIRECTUM system was created.

The DIRECTUM system was closely integrated with domain structure Pronto-Moscow. Advantage of integration — use of uniform source of data on an organization structure. The scheme of subordination, the employee's belonging to this or that division, information on the active and closed users, positions, etc. — all these data are updated in DIRECTUM automatically when updating information in the Active Directory.

Also detailed instructions on work with the created solution were developed for the staff of department of recruiting and for other participants of process of personnel recruitment.

Prospects

According to the results of the project the decision on development of the DIRECTUM system as full-fledged means of corporate management and its integration with MS Axapta was made.

In the nearest future by means of a system it is going to automate a number of basic processes — contractual managements, approval of outgoing letters and memos, work with requests for the software installation, etc. Also the office will be completely automated and the RapID technology is implemented. There is a discussion of the separate project on deployment and automation of project office on the basis of the DIRECTUM system for support of documentary providing and the organization of interaction between employees throughout works on each of the current projects of media holding.

Impressions

Kruglov Dmitry, the director of IT of Pronto-Moscow media holding, so comments on the project: "Automation of process of personnel recruitment is a first step to full use of DIRECTUM as a corporate system of content management and interaction. Thanks to the solution created by specialists of Akelon company based on the DIRECTUM system, process of work on search of the candidate for a specific position became completely transparent and clear. Valuably and the fact that process, at last, was described and formalized for uniform understanding by all employees. In the future we are going to automate also other processes, for example, contract management, work with the entering and outgoing letters, approval of internal requests for installation technical and the software. Automation of project office as our company at the same time keeps a large number of media projects is of separate interest to us".