Hiring the Best
CCA’s new Applicant Tracking System makes sure the best are considered for positions and promotions
Daily life for CCA’s facility Human Resources managers is about to get more efficient, thanks to forthcoming technology that makes processing job applications more straightforward and less time consuming.
A new system, known as the Applicant Tracking System (ATS), is set to automate and streamline many functions that CCA HR staff have done manually for years. As a result, in 2010, HR managers and their teams can bid farewell to logging, pre-screening and tracking job applications by hand. Paper shuffling will become a relic of the past, as this new technology also makes integrating background checks and Insight surveys for prospective employees more seamless.
“It’s going to be an adjustment for people who have been with CCA for a long time,” says Wendy Gardner, CCA senior director, Staffing and Recruiting.
“It will be a major change for the field,” adds Holly Johnson, CCA coordinator, Staffing. “In the long run, the lives of our HR staff and the experience of job candidates will be enhanced.”
CCA has partnered with Taleo, a leading software company, to develop a customized applicant tracking system that automates many tasks associated with the pre-employment process, from reviewing minimum qualifications to identifying the top-rated candidates.
The project got its start in the third quarter of 2008 when, after conducting extensive research, Gardner realized that many large companies followed a common practice when it came to processing and tracking job applications.
“Conoco Phillips, HCA, Macy’s, Target and Wal-Mart rely on applicant tracking software to smooth out such front-end HR matters,” Gardner explains. “We’re embracing best practices, reducing paperwork and taking on a more environmentally friendly perspective. We’re also maintaining accountability that will help HR managers devote more time to employee relations and retention.”
In March, the ATS was launched in a pilot at three CCA facilities – Bay Correctional Facility, Eden Detention Center and Houston Processing Center. Subsequent smaller-scale roll-outs will later be underway at the facilities from each of the six divisions, and by the end of June all CCA facilities will be on the ATS.
“Previously, our entire applicant tracking process was really manual,” explains Harold Shannon, CCA director, Program Management. “From the time we received an application – via online submission or as a hard copy at the facility – it was tracked, managed and reviewed by hand.”
The ATS also enhances HR managers’ review of applications by automatically flagging those that don’t meet minimum qualifications. “It screens out individuals who do not meet minimum requirements, so that by the time the HR manager begins reviewing applications, the entire pool consists of qualified candidates,” says Cindy Koehn, CCA senior director, Human Resources (Business Unit II).
One experience last fall was especially instructive in this regard. In November 2009, Tallahatchie County Correctional Facility in Tutwiler, Miss., held an open call for bilingual applicants for 48 hours. During that time, the facility received 250 applications from unqualified local applicants who didn’t speak Spanish.
“Those applications had to be manually removed from consideration by facility HR staff,” Koehn explains. But the new ATS prevents such occurrences.
As much as the ATS will help CCA human resources staff, it will similarly enhance applicants’ first impressions and experiences with CCA as job candidates. Applicants – each with their own online ID and password – will receive automated notifications with updates on the status of each position for which they’ve applied. Additionally, applications for new positions can be automatically populated with information from previous applications, rather than starting over completely.
Ensuring the right people are in the right positions at the right facilities at the right time is one of CCA’s main goals for 2010 and beyond. Brian Collins, CCA executive vice president and chief human resources officer, believe the ATS is a major step in that direction because it brings with it a variety of capabilities that will enhance recruitment, retention and advancement at CCA.
“The applicant tracking system will help us ensure we hire the best person for every vacancy at each CCA facility,” Collins says. “By shaving an estimated five to 10 hours each week off the time HR managers currently spend handling applications, they will enjoy greater flexibility and freedom to move in sync with our organizational mission. That means focusing on our people and nurturing employees in our facilities to increase job satisfaction and retention.”
Sound Out
Brian Schaefer Jr at N/A:
After reading this I only could imagine the long hours locating hundreds of applicants, because when I worked in the Casino Business I remember how many applications came in and Taleo came in and took control for the company. I actually look forward to going through the hiring process, because now I can feel a little more comfortable knowing that more applicants are going through longer backgrounds, because I has candidates with me when I went for Metro who complained about the background, physical, and the major process paper work. This is cut and dry for cca and I hope it works well for everyone there.
Tamiko Carter at Coffee Correctional Facility:
I am so excited about the ATS rollout. Coffee was one of the first facilities that had the opportunity to utilize the system. This system has streamlined the employee selection process to ensure top candidates are located. It is also beneficial for the person seeking a job. They now have the option to set up a profile, tracks the status of their application and monitor what positions they have applied for. The ATS is a win-win situation for CCA and potential applicants.