Read Microsoft Word - Pre-Screen & Skill Categories 04.06.22 text version

Pre-Screening Questionnaires and Skill Categories

Contributed by Dan Hilbert, Director, Valero

Pre-Screening Questionnaires and Skill Categories are the fundamental engines that empower the HRsmart ATS System. Thorough use of HRsmart's ATS pre-screening questionnaires and skill categories dramatically improve the capability, productivity and enjoyment of both recruiters and administrative personnel involved in the recruiting process. Benefits include: · · · · · · 75%+ reduction in time spent reviewing resumes. Precision candidate searches that eliminate the need for time-consuming, inaccurate "key-word" searches. Enhanced ability to present only the top candidates that meet or exceed job requirements and instantaneously recognize the "cream-of-the-crop". More time to spend communicating with the top candidates and the hiring managers. Reduce the amount of time that your hiring managers spend involved in the hiring process. Increased ability to target recruiting channels that generate the best candidates.

What is Pre-Screening?

Pre-screening is an automated process that filters the qualified candidates from those who do not meet the qualifications required to perform a given job. Pre-screening used effectively is much more. It is a means to automatically ascertain the top handful of applicants from a huge candidate pool. Why is Pre-Screening Important? Recruiters are often forced to close a job within 24-48 hours of posting simply because too many applicants have applied and they do not have the time to manually screen more than 100 resumes. With effective pre-screening implemented, recruiters can keep jobs open for weeks and immediately recognize the top 3-5 candidates simply by examining the top pre-screening applicant scores. With HRsmart ATS, there is no need to worry about communication with large numbers of applicants. Email communication can be automated based on an applicant or job status.

What are Skill Categories?

Skill Categories are a list of skills required to perform a job. In HRsmart ATS, skill categories are listed under each "job category". For example, Human Resources (HR) is a job category and some of the related skill categories include benefits, compensation, training, employment, payroll, SAP, Peoplesoft, MS Word, MS Excel, etc.

Why are Skill Categories Important? Today at Valero, the online applicant database is filled with more than 200,000 applicants. Keyword searches are the means to find applicants from this database. Unfortunately, keyword searches are inexact, often return hundreds of unqualified candidates and are not capable of pinpointing exact skills with the desired number of years experience targeted for each skill. Using skill categories when posting a job provides the basis for exact searches into the applicant database for candidates who have the desired skills with the desired experience level of each skill.

How Do We Actually Use Pre-Screening?

A Pre-Screening form is provided and it can also be accessed on a PC by going to the following PC drive location, V:\HR\EMP\HRSMART IMPLMENTATION\FORMS. The form is named "Pre-Screening Form". This form is a simple tool that enables you to build powerful pre-screening questionnaires. Once developed, the questionnaire can be entered into the HRsmart ATS system to automatically screen all applicants. It is easier to understand the usage of the Pre-Screen Form by first reviewing the HRsmart Pre-Screen module. The following screen shows where the data from a Pre-Screen Form is entered into the HRsmart ATS Pre-Screen module.

As the screen above illustrates, a question is typed into one of the "Question" text boxes. These questions usually take the form of one of the template questions below:

· · · · How many years of _______ do you have? Do you have at least ____ years of _____? Tell us about your experience with _____? Do you have degree in _______________?

· ·

Do you have a Master degree in ________? Do you have certification in __________?

Type of Answers The box to the right of the "Question" box is used to indicate the "Type of Answer" to which the candidate will have to respond. HRsmart offers five basic Answer Types: 1. 2. 3. 4. 5. Essay Keyword Multiple Choice Number Range Yes/No

Objective of Questions Types Ascertaining accurate answers from applicants is the objective. We have discovered that use of the "Yes/No" question types is the least accurate. Internet savvy applicants understand that "Yes" is the "correct answer" to almost all pre-screen questions. Savvy applicants will simply click "Yes", "Yes", "Yes" to all questions without accurately answering the questions to reflect their actual experience. Effective and thoughtful use of the five question types disguises the "correct" answers and ultimately produces accurately screened applicants. Multiple Choice Multiple Choice and Number Range are usually the most effective Type of Answer because the candidate does not know the correct answer. When "Yes/No" questions are used, most savvy applicants will know that the correct answer is "Yes"; whereas, if an applicant has to choose from a Multiple Choice list, it's hard to know which one is the best answer. For example, a "mock" Valero job description is requiring "5-8 years of HR benefits" experience. The example below illustrates the use of a Multiple Choice type answer: Question:

"How many years of HR Benefits experience do you have?"

Answers:

1. 2. 3. 4. 1 - 2 years 3 - 4 years 5 - 8 years 9 -12 years 5. 12+ Years Also, when using Multiple Choice question types, point values can be assigned for years of experience that may fit outside of the optimal range. In the example above, "5-8 years" is the ideal experience; however, applicants with 3-4 and 9-12 years of experience would be considered. Consequently a "point value" can be assigned as follows: Years None 1-2 3-4 5-8 9-12 Points 0 0 7 10 5

12+

0

Number Range The Number Range type answer is even more difficult to "answer correctly". The hiring manager and the recruiter define the acceptable "range of years" experience for a given skill. In this case, the acceptable range is 3-4 years of management experience. When using a Number Range type answer, the answer space is a blank text box. There are no answers to choose from. If the applicant's answer falls within the desired pre-defined range, 3-4 years, the applicant scores points for the desired answer. The correct answer means that applicant has the desired level of experience for that particular skill. Conversely, if the applicant's answer is outside the desired range, 3-4 years, the applicant scores "0" points for that questions. Question:

"How many years of management do you have?"

Answer: Years? These question templates are used to make sure that all applicants have the minimum requirements mandated by the Job Description from Compensation. In fact, the HRsmart system provides additional functionality to enable more effective pre-screening. When building a Pre-screen questionnaire, each question can be defined as either "Knock-In" or "Knock-Out".

"Knock-In" or "Knock-Out" Questions

The concept of "Knock-Out" screening is to mandate that a candidate must have the desired experience, skills, ability and/or education. Without these mandatory particular skills, abilities and/or education, the candidate cannot be considered for the position. This is particularly effective for making sure that all candidates meet the job "requirements". If a candidate's answer does not fit within the range of a question built to reflect a job's requirements, the candidate automatically receives an online email informing him/her that he/she "did not meet the requirements for the job and thanks for applying, etc." A question that is defined as a "Knock-In" question will automatically "pass" the candidate through the remainder of the Pre-screen questions regardless of rest of the answers. Knock-In questions are not used nearly as often as Knock-Out questions. Knock-In questions are used to rapidly find those candidates who possess a rare and valuable experience, skill, ability, education or certification. Essay An "Essay" question requires the candidate the write an answer in a text box to the question. Hiring manager often us Essay questions to assess a candidate's problem solving, design or planning skills related to a particular subject matter. Essay questions are not used as "Knock-In" or "Knock-Out" and no "point or scoring" value is assigned as part of the Pre-screen. Key Word Key Word question can be used to find a number of correct answers from a large list of choices without hinting at the correct answer. For example the question could be, "Which

programming languages have you used for at least three years?" The job could require Java, C# and Basic. The applicant does not know what the desired answers are. The applicant will answer this question in a free-flowing essay format. If the applicant lists all three desired languages, the system will assign the point value for the correct answers.

Point System

Each question in the Pre-screen can be assigned a point value. The HRsmart system automatically calculates the total points of each Pre-screen taken by all candidates for all jobs using a Pre-screen questionnaire. Recruiters can scan the applicant pool for the top pre-screen scores and immediately see the top candidates for consideration. Consequently, the recruiter does not waste time screening under-unqualified and overqualified applicants.

Pre-screen Scores

Questions can also be weighted. For example, if HR Benefits is twice as important as experience with Microsoft Excel, then the answer to the Pre-screen question about Benefits can generate twice as many points as the answer to the Excel question. It is recommended that the maximum score for the average Pre-screen questions is 10 points. Consequently, an answer to a question weighted as twice as important as another would award 20 points for the optimal answer.

Standard Multiple Choice Question

Weighted Multiple Choice Question

Number Range and Knock-Out Questions

Screened - In

Question can have a "Screened-In" value if a minimum value is needed for further consideration.

Skills Profile

Skills Profiles are the "next generation" in precision searching of large applicant databases. Keyword searches can produce hundreds of candidates. Even a highly experienced "Boolean" expert has to massage the searches numerous times to fine tune searches. Even then, these searches just show which candidates posses the key words. They do not quantify how much of the desired experience the candidate possesses in each area. Skills Profiles solve this dilemma. Consequently, large applicants databases can be searched to find only those applicants who posses the exact skills at the exact skill level required. Additionally, Skills Profiles show if the desired experience is current or dated. Skills profiles need to be planned in advance of job posting. This cab be accomplished quite simply through the Pre-Screen form provided at the end of this document. Most required and desired skills are listed in the job description. Additional skills can simply be added when the Recruiter or Generalist qualifies the job description with the Hiring Manager.

Skills Profile

Pre-Screen and Skill Profile Form

The following page contains a simple one-page form that a Recruiter or Generalist can fill-out in less than ten minutes with a hiring manager, Most Pre-Screen questions follow a standard question style. Consequently, the Recruiter only has to circle the question style and fill-in the desired skill in the box immediately to the left in the PreScreen form.

1. 2. 3. 4. 5. How many years of ______ do you have? Do you have at least ____ years of ____? Tell us about your experience with _____? Do you have degree in _____________? Do you have a Master degree in _______? Do you have certification in _________?

6.

Skills, Experience, Education

Type of Question

Type of Answer

Weighted Importance

Knock Out/In

Add to Skill List

1

(Education or Experience)

2

(Management or Experience)

How many years of ______ do you have? 2. Do you have at least ____ years of ____? 3. Tell us about your experience with _____? 4. Do you have degree in _____________? 5. Do you have a Master degree in _______? 6. Do you have certification in _________? 1. How many years of ______ do you have? 2. Do you have at least ____ years of ____? 3. Tell us about your experience with _____? 4. How many people have you managed? 1. How many years of ______ do you have? Do you have at least ____ years of ____? Tell us about your experience with _____?

1.

Multiple Choice Yes/No Range Essay

25% 50% 75% 100% 150% 200% Other % _____

In:______ Out:_____

Yes __ No ___

Multiple Choice Yes/No Range Essay

25% 50% 75% 100% 150% 200% Other % _____

In:______ Out:_____

Yes __ No ___

3

(Skills or Experience)

4

(Skills or Experience)

5

(Skills or Experience)

6

(Skills or Experience)

7

(Skills or Experience)

25% 50% 2. 75% 100% 3. 150% 200% Other % _____ 1. How many years of ______ do you 25% Multiple have? Choice 50% Yes/No 2. Do you have at least ____ years of 75% ____? Range 100% 3. Tell us about your experience with Essay 150% _____? 200% Other % _____ 1. How many years of ______ do you 25% Multiple have? Choice 50% Yes/No 2. Do you have at least ____ years of 75% ____? Range 100% 3. Tell us about your experience with Essay 150% _____? 200% Other % _____ 1. How many years of ______ do you 25% Multiple have? Choice 50% Yes/No 2. Do you have at least ____ years of 75% ____? Range 100% 3. Tell us about your experience with Essay 150% _____? 200% Other % _____ 1. How many years of ______ do you 25% Multiple have? Choice 50% Yes/No 2. Do you have at least ____ years of 75% ____? Range 100% 3. Tell us about your experience with Essay 150% _____? 200% Other % _____ Primary additional KSAs for this Position (Knowledge, Skills & Abilities) Multiple Choice Yes/No Range Essay

In:______ Out:_____

Yes __ No ___

In:______ Out:_____

Yes __ No ___

In:______ Out:_____

Yes __ No ___

In:______ Out:_____

Yes __ No ___

In:______ Out:_____

Yes __ No ___

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