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Business Analysis and System Recommendation – Staffing Maryland Technology Consultants, Inc. Amy Rodriguez IFSM 300 Section 6393 September 12, 2023 As MTC has grown and gained new clients, it has become necessary to evaluate how IT can be used to support the growth of the business. The plan for 7% growth each year for 5 years and

the upcoming potential contracts create a need for 75 new qualified consultants quickly, the current system MTC uses is cumbersome and may result in MTC missing out on the best talent available to fill these roles. Research will be conducted to find software that is cost effective, user friendly, and that will work in both domestic and global markets. Any software that is chosen will be able to interface with existing systems and enhance current processes, but still has the potential to grow exponentially along with sales. The system will allow the HR team to move candidates along the pipeline quickly and access a dashboard where all hiring needs are streamlined by area, with applicant information that is easily accessible and electronic scheduling. MTC is an IT consulting company so it is key that any systems that are used are representative of the company standards. Strategic Use of Technology A. Business Strategy - MTC was designed to hire highly skilled consultants who will educate and guide clients in regards to new business concepts and technology available in the market. MTC has plans to expand and gain new contracts in the domestic and global markets, which in turn will mean that the employee base will need to grow at a rate that can match the customer needs. The ability to staff quickly with experienced consultants requires they be ready to work in 60 days, the current manual process of recruiting and hiring employees will not allow the HR department to be responsive to the demands of future grown and increased hiring requirements. B. Competitive Advantage – MTC cannot afford to carry employees that are not assigned to contracts, but customer service and expertise are valued by clients which means that the best applicants need to be hired in a time frame that matches incoming work. Seeing applicants quickly will allow HR to have first access to talent and move quickly through

the process before competitors can hire them. The top-quality consultants are needed to deliver the service that customers expect from MTC and will also ensure that the sales and marketing team feel confident when soliciting new business and clients that MTC will deliver everything that is promised. The system will also gain access to global applicants that are needed as MTC enters new markets. C. Strategic Objectives – Anytime a decision is made to change systems and software at MTC, it is done so with the intent to benefit the business in a number of ways such as those listed below: Strategic Goal (from case study) Objective (clear, measurable and time-bound) Explanation (2-3 sentences) Increase MTC Business Development by winning new contracts in the areas of IT Consulting Increase business incrementally by 7% each year over the next 5 years. The new system will allow consultants to be onboarded quickly to match new contracts with consultants within 60 days while not carrying surplus staff. Build a cadre of consultants internationally to provide remote research and analysis support to MTC’s onsite teams in the U. S. Increase international recruiting efforts and employ 5 research analysts in the next 12 months. The new hiring system would allow applicants from around the world to apply online, increasing the number of international applicants. It would enable the recruiters to carefully monitor the applications for these positions, identify the necessary research and analysis skills needed, and screen resumes for these key skills. Recruiters could quickly view the number of applicants and identify when additional recruiting efforts are needed to meet the objective. Continue to increase MTC’s ability to quickly provide high quality consultants to awarded contracts to best serve the clients’ needs Find the most qualified consultants in a timely manner and have them in place within 60 days. Reduce hiring time by 15-20%. Streamlining and reviewing applicants more quickly means that HR would be able to interview and hire to meet the needs. Customer Service is the key to success and the most qualified applicants cannot sit for long in the system. Increase MTC’s competitive advantage in the IT consulting marketplace by increasing its reputation for having IT consultants who Reduce hiring time by 15-20% to get the best applicants interviewed, onboarded, and trained within 60 days. Much of MTC business comes from referrals, so the team provided is key to driving new business. Having first choice of applicants and interviewing

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are highly skilled in leading edge technologies and innovative solutions for its clients quickly will find the team that meets the standards of clients. The sales team must know expectations will be met. D. Decision Making – Anytime new software or systems are integrated, there will be decisions and benefits at different levels for all departments in the company. One of the key needs of any business is to react to changes quickly, and the key to making decisions during change is having information readily available in the form that is needed. The examples below are ways in which the new system could benefit different levels. Role Level as defined in Course Content Reading Example of Possible Decision Supported by Hiring System Example of Information the Hiring System Could Provide to Support Your Example Decision Senior/Executive Managers (Decisions made by the CEO and the CFO at MTC supported by the hiring system.) Strategic Whether the applicant pool is sufficient in all markets to commit to new contracts and customers. Ability to analyze market by market talent to decide where to best expand and commit. Middle Managers (Decisions made by the Director of HR and the Manager of Recruiting supported by the hiring system.) Managerial Which candidates should be hired for each contract and how training will be completed. Quick access to applicants and the means to hire them quickly and efficiently. Operational Managers (Decisions made by the line managers in the organization who are hiring for their projects supported by the hiring system.) Operational Whether candidates are in the pipeline to meet current needs of the team due to turnover. Quick review of current talent available to help screen and forward candidates that will meet the needs. E. Section II A. Hiring Process

As MTC continues to grow and needs to hire consultants to meet the needs of the business, the hiring system software that will be used will streamline the system and make simplify thehiring process. Not only will the system present a positive image to applicants, it will save time through the process, making the team efficient and enable MTC to hire the best candidates before the competitors can. The table below will demonstrate the as-is proces currently used and the benefits of the to-be process though each step of the process: MTC Hiring Process As-Is Process Responsible MTC Position To-Be Process – How the system Will Support and Improvethe hiring process Business Benefits of Improved Process (Align with MTC’s overall business strategy and needs.) 1. Recruiter receives application from 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 System will rank candidates by job requirements met and highlight qualified candidates. Recruiters will save time by having candidates that are not qualified being eliminated. 3. Recruiter forwards top candidates to Administrative Assistant via interoffice mail Recruiter Recruiter will review candidates and forward top candidates through the system. Candidates forwarded through the system quickly to ensure top talent can be seen. 4. Administrative Assistant forwards candidates’ resumes and applications to hiring manager for the position via interoffice mail. Administrative Assistant AA will email Hiring Manager to let them know candidates have been reviewed and are ready for consideration. Time saved with simpler communication and no need to wait for interoffice mail. 5. Hiring Manager reviews applications and selects who he/she wants to interview. Hiring Manager Hiring manager will review and move through the selection process. Hiring Manger can move candidates to interview section quickly, saving time. 6. Hiring Manager sends email to Administrative Assistant on who he/she has selected to interview and identifies members of Hiring Manager Partner with AA to let them know selection is done. n/a

the interview team. 7. AA schedules interviews by contacting interview team members and hiring manager to identify possible time slots Administrative Assistant Automated system can schedule interviews once candidate is placed in interview cue. Elimination of manual interview schedules, saves time for AA and puts the interview schedule in a central location for all partners to view. 8. AA emails candidates to schedule interviews. Administrative Assistant AA will follow up to ensure all interviews are scheduled by system and field any calls regarding conflicts. Time saved with all information available in one system. 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. AA collects feedback from interviews and status of candidates Administrative Assistant Interview feedback is entered in system and can be viewed by all partners. n/a 11. Hiring manager informs the AA on his top candidate for hiring Hiring Manager Final candidate is moved through the system to hiring stage. n/a 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. B. Expected Improvements While the table above shows how we will modify the current steps, the table below will illustrate how the system will improve issues identified in the case study. The partners that were interviewed during the case study identified different issues for each work center, so they system updates will need to benefit each area in separate ways. The system upgrades will incorporate solutions to a multitude of issues, this chart illustrates exactly how.

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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 is not 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 : Explain how a hiring system could improve internal and external communications The current system involves use of interoffice mail and according to the recruiters, information can get lost or buried in email and when the hiring manager needs information from them it is not easily accessible. Current system is not efficient and information is not quickly accessed. The dashboard on the current system would be accessible to all partners and they would be able to track candidates in real time simply by logging in as requested by the Hiring Manager. This will free up time and ensure that candidates are addressed quickly. Workflow : Explain how a hiring system could improve the MTC hiring process by providing a consistent structure for each participant to perform his/her part in the hiring process. The current system is not integrated, each participant is using different formats, and the information can get lost in the process. Paper resumes and applications are not filed in a central location and not easily accessed when needed. Calendars would be digital and the system would have access to all information needed to schedule electronically. The same dashboard would be used by all partners, information is digital and cannot be lost. The structure would be consistent for every applicant, and the timing could be coordinated to improve hiring time by as much as 15- 20%. The system will lessen the workload for everyone, especially areas that have other responsibilities such as the AA. Relationships : Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees. The partners in the current system are not only focused on hiring, there are other responsibilities involved so sometimes response times can be longer than expected, and the workload can feel overwhelming. When candidates are left waiting, they may feel the company no longer wants to hire them and find work elsewhere. A system that is up to date will also The team working together with the same system will streamline the process and ensure that the team can complete all tasks in a timely manner. Applicants will see the progress and receive feedback in a timely manner, proving that MTC values their time and understands the importance of finding

show candidates MTC is relevant and competitive. employment, proving MTC is great place to work. III. Requirements The table below was created based on the interviews completed with various stakeholders at MTC. The current hiring process affects each of them in different ways, the table will show the ways that the software solutions for hiring could affect and improve their roles: Role Specific problem related to the current hiring process How a technology solution to support the hiring process could address the problem 1. CEO CEO is currently not comfortable soliciting new business due to fear of not being able to staff as promised. CEO is considering the reputation of the company as they grow, wants to continue to meet promised deadlines. Faster hiring processes could bring in the staff in direct correlation to new contracts. Sales can continue to grow as MTC will retain their reputation by meeting all dates as promised. 2. CFO The current hiring process in inefficient and not cost effective. The CFO wants the company to continue to run on a lean and mean budget and create systems that are efficient but not overbuilt. The software upgrades that will be recommended will integrate with current systems and will pay for themselves in time saved during the hiring process. All roles in the hiring process will be more time effective, thus saving time for other work to be done. 3. CIO The CIO wants any solution to be compatible with existing systems and to be purchased off the shelf as MTC does not have a large enough software development staff to complete this upgrade. CIO also has security concerns and emphasizes the solution must work on a mobile platform. Purchase software off the shelf that works with the current systems and has a high level of authentication for security. Ensure any new process has mobile functionality and can be viewed on all platforms. 4. Director of Human Resources Director of HR is concerned that the manual process of recruiting and hiring will not allow his department to be responsive to the demands of future growth and the speed with which they will need to hire. The new system should eliminate the manual process and incorporate each step digitally to cut the hiring time to match the business needs.

5. Manager of Recruiting The recruiting team currently believes they are losing candidates to competitors due to a slow hiring process. The current system will not allow them to hire teams as quickly as the business demands. Create a faster system that will prescreen candidates based on outlined parameters. New system will place all candidates in a digital pipeline accessible to any who have access. 6. Recruiters The recruiters cannot keep up with the time demands that the departments want fill positions. The manual system means that information can get lost during transfer from area to area and they cannot quickly access information to provide updates when needed. The current system will have all information in one system that will be accessed digitally. There will be no need to move paper through interoffice mail and information can be found quickly for updates by anyone who has access to the system, including applicants. 7. Administrative Assistant The AA is buried in paperwork during busy times and is having difficulty keeping all the information organized and accessible. Using interoffice mail to coordinate all parties is also time consuming and creates worry that he will not be able to keep up with needed pace. The new system will eliminate paper and inter office mail, making everything digitally accessible and allowing all steps to be completed in the same system, including the needed access to schedules for interviews. 8. Hiring Manager (Functional supervisor the new employee would be working for.) The Hiring Manager has an additional workload to contend with and is not always able to respond to HR quickly. The current method makes It challenging to coordinate with the necessary partners in a timely manner. The new system will allow the hiring manager to screen all applicants at once in they same place. This will streamline the process of selection and electronic interviewing schedules are easier to view and sync with other workload. B. The table below will list some of the necessary requirement statements for the system that will be chosen to implement at MTC. The statements meet the requirements gained from the interviews conducted with various leaders in the company. Requirement ID# only Requirement Statement Stakeholder (Position and Name from Case Study that identified this requirement) User Requirements 1. The system must store all information from the candidate’s application/resume in a central applicant Recruiter – Peter O’Neil

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database. 2. The system must present well on mobile devices of all kinds, CIO- Raj Patel 3. The system must be viable globally. CIO – Raj Patel 4. The system must be easy to use. Director of HR – Joseph Cummings 5. The system must have an electronic dashboard that shows all applicants in the pipeline to all users. AA- Tom Arbuckle System Performance Requirements – 6. The system must be implemented as a Software as a Service solution. CIO – Raj Patel 7. The procedure must incorporate all the MTC existing details systems presently utilized The procedure CFO- Evelyn Liu Director of HR – Joseph Cummings

must incorporate all the MTC existing details systems presently utilized The procedure must incorporate all the MTC existing details

systems presently utilized The system must incorporate existing MTC systems already being used. 8. The system must grow in scalability as MTC grows. Director of HR – Joseph Cummings 9. The system must contain security measures to control access and protect data CIO- Raj Patel 10. The system must allow current security for mobile links to be ongoing. CIO – Raj Patel

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IV. System Recommendation A. System Justification Based on all the information gathered and analyzed during this study, EZ-ATS has been selected as the vendor to be used for the new hiring system. Several competitors were analyzed for price and options offered and EZ-ATS meets all the requests from each department. EZ-ATS will allow MTC to personalize the hiring system with parameters all departments can agree on, and will still provide the use of existing platforms such as Linked- In that MTC already uses. The price meets the guidelines outlined by the CFO and the system is compatible with the current system in use with little to no interruption of business while the integration occurs. MTC will have a personal account manager to lead the software installation as well as the creation of personalized logins for the MTC team, and will actively partner with our team to ensure training gets completed in a timely manner. This new software will allow MTC to improve hiring times and eliminate the need for paper resumes being transferred through interoffice mail, freeing up time for all parties involved. The improved timing will allow MTC to hire as needed to meet new contracts, and the system scope will grow along with MTC’s needs in the future, even in international markets as it can be accessed from any computer anywhere.

When looking at the business plan outlined by MTC, this system helps meet the requirements by helping win new contracts as MTC can now hire the staff to comfortably achieve promised deadlines, and it will improve the edge MTC has by gaining access to the best consultants before competitors have the chance to hire them. The EZ-ATS system represents the best of what MTC is looking for, meeting the requests from each department and will be a smooth integration with current systems, proving to be cost and time effective. B. Implementation Areas The information listed below breaks down each step regarding the integration of the selected software system into MTC and will provide more detailed information around each step. 1. Vendor agreement Once MTC agrees to sign on with the selected vendor, they will require MTC to make the selection of the services needed so that a final price can be calculated. To keep the costs in line, it will be key for MTC to select only the options that are necessary. Once the price has been agreed upon, MTC will sign the agreement and provide a payment PO to the vendor. There will be fees in the amount of $3795 for the initial setup of the system and the training software and from that point forward the service will be $100 per month to allow 60 system users and will be provided with a free 30- day trial for MTC to ensure this software meets all the outlined needs. The 30-day trial will allow MTC to access and utilize the system before signing any type of contract or agreement. 2. Hardware and telecommunications Before finalizing the system, MTC must ensure that the IT infrastructure can support they system and that the team at MTC can use the software for the purpose that was intended. Supported users will be able to access the system anytime there is internet access available and there will be no disruption to regular business as they system is integrated. As MTC grows internationally, the ability of the team to log in from any workstation with internet access will be key to keep up with growth into new markets. An identified Team Leader from the IT department will work the with Account representative to start the software integration into the system. The vendor has

ensured MTC that there will be no disruption to our current system and day to day functionality. 3. Configuration Although this is an outside software, MTC will be given access to work with the Account Manager to personalize the system with company information, including the logo and company name so that applicants will be taken into a system that is set up to MTC specifications. The system will allow MTC to create custom reports, set up individual accounts for each employee, and provide access to hiring sites such as Linked In where MTC has current postings. MTC will have a designated account manager to set up workflow and customize job requisitions to incorporate automated screening and to ensure that the system is working to meet every need that MTC presents. It will be critical that the HR and recruiting teams can provide the Account Manager with the parameters to be used in the screening process of applicants. The account manager will work with MTC leaders through each step and will play a part in the training the MTC teams as well, with support from the MTC team trainers. 4. Testing While this system does come with a free 30-day trial period, it will be crucial for the MTC team to work with account manager to set up the system to meet the necessary requirements. MTC will create a user acceptance test plan to include each step of the test process and who will be responsible for them. The identified team will conduct a waterfall test and ensure that each step of the applicant process is fully completed at an acceptable level before moving on, and that the automated screening parameters are letting only qualified applicants through the system. This test team will be the first group to complete the training and access the system to give feedback on usability and provide any necessary changes that need to be completed before the rollout to the entire team. Looking back on the user requirements for the system, the test will begin with entering in data for some potential applicants and allowing the team to access those applicants from several different locations to ensure it is easy to use and can be accessed globally. The test team will have to create their accounts from different platforms, some from laptops, one from home office and one from a mobile device to show it can be used on different platforms and to illustrate the security requirements each user will have. The test will have applicants in several areas of the workflow process so that the dashboard can be viewed in its entirety, and will ask different test members to move the applicants along the dashboard after viewing. 5. Employee preparation and support This rollout will require several departments working together to fully integrate this system. The CFO, CIO, Director of HR, and Manager of Recruiting must first meet to finalize the options that will be purchased as part of the plant to ensure that all requirements are met. Once the purchase and installation have been completed, the Director of HR and Recruiting Manager will create a training plan and identify the key

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team members that will be trained first to take part of the test. Once the test is completed, these key team members will then become the trainers for the remainder of the team and work with the Administrative Assistant to create a calendar for the training of the remainder of the team. The first group through the training will be identified as team leaders and will have a group they will work with through the change process. Throughout this process it will be imperative that the initial training is thorough but also that leadership continues to communicate to the team through the change process. This project has been ongoing and while the rollout and training are the culmination of the process, the HR and recruiting team must stay in close contact with their teams, and with Leadership as the integration continues to ensure that any issues that arise can be handled in a timely manner. All Leaders should become comfortable with the new system and be available to guide and answer questions as needed. 6. Data Migration MTC will also need to figure in data integration of existing applicants currently in the hiring queue. Once the teams have finished training, Leadership will need to identify the current number of applicants that need to be input and assign them to members of the recruiting and HR teams. These applicants will need to be entered in a time frame identified by leadership to ensure these applicants are not missed in the hiring process. The recruiting and HR teams can sort the applicants into groups and place them in priority order for entry into the system based on screening and hiring needs. 7. Maintenance Updates and Enhancements to the new system will be performed by the vendor with no participation needed from MTC. Our identified contact will stay in contact with the Account Manager so MTC will stay informed of any updates on the calendar just to monitor the system for any issues.

Summary and Conclusion: Over the course of this business study, there have been several areas that MTC has been looking to upgrade in regards to their hiring and staffing needs. A solution has been suggested that meets each of the needs listed by the departments and from leadership within the company. The solution provided is cost effective and will integrate into the current systems used by MTC, and the time it will save in hiring will allow MTC to hire the best consultants worldwide to keep up with their company standards. The MTC sales team can continue to grow the business with the confidence that every deadline promised can be met by an excellent team, and the HR and recruiting teams can work together quickly to move the needed consultants through the pipeline efficiently. This solution answers all the concerns brought forward by the various teams and with the integration plan outlined can be in place quickly to keep MTC moving forward.

References: How information supports decision making . (n.d.). https://leocontent.umgc.edu/content/umuc/tus/ifsm/ifsm300/2228/learning-resourcelist/ how-information-supportsdecisionmaking.html?wcmmode=disabled# Business strategy . (n.d.). https://leocontent.umgc.edu/content/umuc/tus/ifsm/ifsm300/2228/learning-resourcelist/ business-strategy.html?wcmmode=disabled What is implementation planning? and how to write your plan . Coursera. (n.d.). https://www.coursera.org/articles/implementation-planning EZ-ATS Brochure (2).pdf Developing a system proposal . (n.d.). https://leocontent.umgc.edu/content/umuc/tus/ifsm/ifsm300/2228/learning-resourcelist/ developing-a-systemproposal.html?wcmmode=disabled Leadership . (n.d.). https://leocontent.umgc.edu/content/umuc/tus/ifsm/ifsm300/2228/learning- resourcelist/leadership.html?wcmmode=disabled

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