Stage 2: Process Analysis and System Recommendation Report for MTC

This report presents a process analysis of Maryland Technology Consultants (MTC), focusing on its hiring procedures. It identifies stakeholders such as hiring managers, HR staff, and applicants. The analysis compares the existing manual hiring process with a proposed IT-enabled system, detailing steps like online application submissions, automated data extraction, and applicant tracking. Expected improvements include streamlined communication, optimized workflow, and enhanced relationships with clients and applicants. The report recommends implementing the computerized applicant tracking system, emphasizing cost-effectiveness and long-term strategic benefits. Appendices provide a process comparison table and a business benefits analysis, supporting the recommendation for a technology-driven approach to enhance MTC's recruitment efficiency and overall business performance. The report highlights the benefits of an automated system including better collaboration, communication, and improved workflow.

STAGE 2: PROCESS ANALYSIS
BUSINESS ANALYSIS AND SYSTEM RECOMMENDATION REPORT

Table of Contents
1.0 Introduction.............................................................................................................3
2.0 Stakeholder Identification.......................................................................................3
3.0 Process Analysis....................................................................................................3
3.1 Hiring Process.....................................................................................................3
3.2 Expected Improvements.....................................................................................5
4.0 Recommendation and Conclusion.........................................................................5
References...................................................................................................................7
Appendices...................................................................................................................8

1.0 Introduction
In today’s complex business world with the application of advanced information
technology (IT), it becomes critical for the HR managers of a business to streamline
the recruitment process with the help of IT services. The instant paper analyses such
a case study of Maryland Technology Consultants, Inc. (MTC), a hypnotical
company as proved in the given case study. The case study deals with the scenario
of the introduction of a computerized job application tracking system in the company
where presently the manual process is being carried out.
2.0 Stakeholder Identification
The related stakeholders concerning the proposed system will be hiring manager,
administrative assistant to the recruiter, HR manager, job applicants, etc.
3.0 Process Analysis
The proposed process has been described below along with the benefit that it may
render on the business operations. However, the appendix below shows the
comparison, in tabular form, between the existing process and proposed one
concerning each part of the hiring operations.
3.1 Hiring Process
The proposed hiring system will be information technology (IT) enabled helping the
recruiter and the company as a whole to streamline the recruitment process in a
more efficient and structured manner. Under the proposed process, the existing
manual process-related components will be abolished and the computerized
applicant tracking system will be introduced. A job application tracking portal will be
launched wherein the hiring manager, administrative assistant and HR manager will
have access to.

At first, the candidates will be required to submit their job applications through the
corporate website. Once the candidate submits his or her CV on the corporate
website, the backend technology will extract the relevant data from the CV and store
them onto the company-maintained database along with the CV.
The same data will then be transferred to the hiring manager’s portal view. In this
context, it will be noted that the hiring manager will have read-only access only in the
applicant tracking system portal and he or she will be able to sort the data based his
or her for choices and preference. Sorting and filtering options will be embedded
within the system.
Once such sorting is completed and the hiring manager selects the persons to be
interviewed, an automated notification will be then sent to the administrative
assistant to the recruiter.
The administrative assistant will then be able to see who the hiring manager has
selected for the interview. The administrative assistant will then contact the
respective persons by phone calls and fix a suitable time for an interview.
The operational calendar will be linked and embedded within the application system
tracking portal and hence, the administrative assistant will be able to know
beforehand the availability of the hiring manager. However, for the purpose of
knowing the availability of the interviewee, the administrative assistant will have to
call them up and fix the time and accordingly.
Consequently, an email for a job interview will be sent to the chosen candidates and
the notifications for the same will be sent to the hiring manager in his portal view as
well. It is needless to mention that an administrative assistant’s activity will be
supervised by the HR manager by his access to the portal.

Once the interview is done and the hiring manager is satisfied, he will then select the
data of the candidates to be selected and notify the same to the administrative
assistant through the portal.
The administrative assistant will then draft the corresponding offer letter using the
offer letter template stored in the portal and the same will be sent to the candidate
through email functionality embedded within the portal itself.
3.2 Expected Improvements
 Communications: In terms of communications, it may be stated that arguably
the proposed process will expedite the application tracking process and hence
the communication will be timely and smooth (Hyder, Ali, Aggarwal, Chen & Chu,
2017).
 Workflow: In addition, the workflow will attain its operational excellence in terms
of quick sorting and filtering of huge amounts of data in a timely manner, select
the right options, conduct the interview and finalize the hiring (Hyder, Ali,
Aggarwal, Chen & Chu, 2017).
 Relationships: The proposed process swill enable the management to meet the
client requirements by way of timely recruitment of qualified personnel. As a
result, the client relationship will be improved. On the other hand, efficient and
on-time communication with the applicants will also help the firm to build its
image and reputation among the candidates and develop a relationship with them
as well.
4.0 Recommendation and Conclusion
Based on the aforesaid evaluation, it may be advised to the management of MTC to
introduce the computerized job application tracking process. For the purpose,
necessary cost implications with respect to the designing and implementing of the

same will have to be assessed. However, considering today's competitive technology
environment, it may be wise to state that the designing an automated backend
system through Enterprise Resource Planning (ERP) model may not be a costly
affair if the portal involves the simple application of processing, sorting,
communicating and storing the data, as explained earlier (Van Esch, Black & Ferolie,
2019). Finally, it may be stated that a well-designed IT-enabled job application
tracking system will help the company to achieve its strategic goal in the long-term
and thereby achieve sustainability in the operations in the most time and cost-
efficient manner (Staff, 2017).

References
Hyder, A., Ali, S. M., Aggarwal, V., Chen, C., & Chu, K. W. (2017). U.S. Patent No.
9,727,827. Washington, DC: U.S. Patent and Trademark Office.
Staff, P. (2017). Mastering the Job Applicant Tracking System. Sat, 1(2), 3-4.
Van Esch, P., Black, J. S., & Ferolie, J. (2019). Marketing AI recruitment: The next
phase in job application and selection. Computers in Human Behavior, 90,
215-222.

Appendices
Process Comparison
MTC Hiring Process
As-Is Process Responsible MTC
Position
To-Be Process Business
Benefits of
Improved
Process
1. Recruiter receives an
application from a job
hunter via Postal
Service Mail.
Recruiter System will receive
application via on-line
submission through
MTC Employment
Website and store in
the applicant
database within the
hiring system.
A more efficient
submission
process decreases
time needed to
receive and begin
processing
applications. This
will present a
positive image to
potential
employees and
help MTC compete
for top IT talent.
2. Recruiter screens
resumes to identify
top candidates by
matching with job
requirements from
job description.
Recruiter Screening will be
performed in the
portal
Time savings
3. Recruiter forwards
top candidates to
Administrative
Assistant via
interoffice mail
Recruiter Notification will be
generated in the
portal
Time savings
4. Administrative
Assistant forwards
candidates’ resumes
and applications to
hiring manager for
the position via
interoffice mail.
Administrative
Assistant
No need of interoffice
mail. Notification will
be generated in the
portal
Removal of
redundant process.
Time savings
5. Hiring Manager
reviews applications
and selects who
he/she wants to
interview.
Hiring Manager Review is done
electronically.
Time savings
6. Hiring Manager
sends email to
Administrative
Assistant on who
he/she has selected
Hiring Manager No need of interoffice
mail. Notification will
be generated in the
portal
Removal of
redundant process.
Time savings

to interview and
identifies members of
the interview team.
7. AA schedules
interviews by
contacting interview
team members and
hiring manager to
identify possible time
slots
Administrative
Assistant
Electronic scheduling
is implemented. AA
already knows the
availability of hiring
manager in the portal.
For candidates, call is
being performed.
Time savings
8. AA emails
candidates to
schedule interviews.
Administrative
Assistant
Template is used for
drafting. Automated
email is sent to
chosen candidates for
interview,
Time savings
9. Interview is
conducted with
candidate, hiring
manager and other
members of the
interview team.
Hiring Manager and
Interview Team
Interview is
conducted with
candidate, hiring
manager and other
members of the
interview team.
(Hiring System is not
used for this step.)
n/a
10. Hiring manager
informs the AA on his
top candidate for
hiring
Hiring Manager Notification will be
generated in the
portal
Time savings
11. AA collects feedback
from interviews and
status of candidates
Administrative
Assistant
No need to collect
feedback. Notification
will be generated.
Removal of
redundant process.
Time savings
12. Administrative
Assistant prepares
offer letter based on
information from
recruiter and puts in
the mail to the
chosen candidate.
Administrative
Assistant
System enables AA to
prepare job offer letter
by storing the offer
letter template and
information on each
candidate; allows AA
to select information
to go into letter and
put it into the
template, which can
then be reviewed and
emailed to the
candidate.
More efficient offer
process presents
positive image to
applicants and
decreases time
needed to prepare
offer letter, and
enables MTC to
hire in advance of
the competition.

Business Benefits Analysis
Area Current Issues
(from the Case Study)
Improvements
(due to use of technology)
Collaboration: The Hiring Manager states that
recruiting is only one area he is
responsible for and he isn’t as
responsive to HR as he could be.
Therefore, he counts on the
Recruiters to help manage the
process and keep him informed.
Current manual system causes
considerable communication
breakdowns and takes additional
effort and time to stay on top of the
hiring process.
An efficient system with all
information in one place,
easily accessible via a
dashboard, and updated in
real time could make his
recruiting job easier; and he
could devote time to
effectively working
collaboratively and
proactively with HR on his
staffing needs.
Communications: Performed manually and hence a
time-consuming affair.
Will be done electronically.
This will be time saving
approach.
Workflow: It gets disrupted as the HR
department gets occupied sorting
and screening manually and
operation does not support in terms
of on-time recruitment.
It will be streamlined in
terms of timely scheduling,
finalizing and recruiting
candidates.
Relationships: Presently, the relationship with
prospective employees gets suffered
as the candidates may need to wait
for long to know their application
status.
Rea;-time communication
will help the company to
streamline such
relationship.