The Governor's Shared Services Directive (PDF File) requires the establishment of a single point of entry for job seekers to find job opportunities and apply for state positions.

Hosted Recruitment Solution

 

One strategy for achieving this single point of entry is through a hosted job posting and applicant tracking solution that would replace E-Recruiting.

 

A hosted solution is when a third party provider owns the system and the state utilizes one contract for all state agencies to use the service. A contract with a hosted solution provider would allow the state of Washington access to the job posting and applicant tracking services without purchasing and maintaining a system of our own. This option would facilitate a single point of entry for job seekers and reduce system support costs.

 

Employers will continue to have the flexibility to manage their recruiting process consistent with the State of Washington's Basic Recruitment Process.  (PDF File)

 

Many other states have successfully implemented this model.

Selecting and Implementing a Recruitment Solution

 

To move forward with this approach we published a Request for Proposals (RFP) on September 23, 2009.  Vendors have until October 28 to submit their proposals to be considered.

 

The project is broken down into two phases.

Phase 1 - RFP Development and Vendor Selection

• Developing the project team and structure
• Gathering business and technical requirements
• Developing the RFP and evaluation process
• Evaluating vendor proposals
• Selecting the vendor
• Negotiating the contract

Phase 2 - Preparing and Implementing

• Configuring the system
• Testing
• Communicating and managing change
• Training
• Launching the system

A timeline of key dates is attached (Word File). As you’ll see we do not have a specific implementation date at this time. This date will not be finalized until a vendor is selected and an implementation plan is established.

 

Vendors interested in reviewing and downloading the RFP (#K382) should register in the state’s Washington Electronic Business Solutions (WEBS) application.   

Requirements and Agency Involvement

 

To gather requirements for the recruiting solution, the Department of Personnel (DOP) collected information through a survey to state agencies, meetings with agency Recruiters, and by contacting other government entities.

 

The HR Management Advisory Group and a Subject Matter Expert group (Word file) were critical to this process. DOP worked closely with these groups to determine the evaluation process to be included in the RFP. Representatives from these groups will also assist by participating in usability planning and testing, vendor evaluation processes, interviews and demonstrations.

RFP Evaluation Process

 

Evaluation of vendor proposals, is outlined on the attached Recruitment RFP Evaluation Process (PDF File) and will include the following:

• Paper reviews of responses to the RFP requirements
• Accessibility review by a third party expert
• Hands on usability testing
• Reference checking
• Demonstrations  

Critical Outcomes for Phase 1

• Create an RFP that outlines the specific business and technical requirements needed for procuring a solution that supports recruitment functions for applying, tracking, testing and certifying job seekers for state agencies, boards and commissions
• Complete vendor selection

 

Success Factors for New Recruiting Solution

• Job seekers have one place to seek out and apply for state employment
• System is reliable and responsive
• System is accessible to persons with disabilities
• Job Seeker satisfaction with the tool increases
• Recruiter satisfaction with the tool increases
• All state agencies use the tool, creating efficiencies for staff and job seekers
• Key data is accessible from one source
• Hosted solution costs less to support centrally