HR Management: An Integrative Solution to make Hiring Decisions more Efficient
Created by: Danisch Bhatti, Lauren Campeau, Meljohn Evangelista, Quinn Fitzgerald
With funding from Harvest builders and a mission to support economic development in Calgary and throughout Canadian provinces, Neo financial has experienced rapid growth over the last two years. From an original three-person founding team, to now having hundreds of employees between Calgary and Winnipeg (Simpson, 2020). However, despite these humbling statistics, Neo Financial still has 79 job postings listed on their website (Neo Financial, 2021), and there seems to be no signs of slowing down.
Despite this, Neo Financial is facing challenges in their Human Resources (HR) department, as this massive influx of employees coupled with miscommunication between the HR team is leading to underperforming employees (Hans & Hoang, 2021). By leveraging current technology, my team and I feel we have found a solution to not only correct the adversities surrounding Neo Financial today but also aid them in future growth and success (Zielinski, 2020).
Our Solution:
The team involved in making this all possible includes myself, Lauren Campeau, MJ Evangelista, and Quinn Fitzgerald.
Using Weebly we constructed a new website that mimics the traditional perspective of Neo Financial, and by leveraging Memberspace, and Evalart, we were able to encapsulate a more integrated application system. Using features of Weebly’s professional subscription model we were able to successfully implement this step. Essentially, Memberspace was linked to Weebly and through this we required potential applicant to first set up a profile, which included basic questions pertaining to their eligibility, cGPA, contact info., etc.
Upon completing this small survey, admins on Memberspace are able to retrieve the information and now have access to basic information on applicants.
While admins retrieve this information, applicants are able to navigate to the next portion of our HR solution which includes a list of open positions similar to what Neo Financial currently has.
At this point applicant will navigate through the list, or search for specific positions to gain more information. This stage again resembles Neo Financials current structure and thus required little modification from our end. It is interesting to note however, as mentioned previously, without first creating a profile you will not be able to apply. This was done to weed out applicants looking for an easy application and thus an easier job. Since the current issue includes underperforming employees, this step should already discourage “lazy” applicants from applying.
After choosing a job that matches and supports candidate qualification, candidates will proceed to the next portion of our proposed solution. This incorporates specific features of Weebly including HD video incorporation and survey building.
As seen, we included a short job specific video introduction to the first portion of our application to not only make applicants feel welcomed but also provide basic instructions on what the rest of the application will include. The first portion requires all applicant to not only attach a resume but a cover letter as well. Additionally, all applicants will need to answer job specific questions. In this example we used one of the jobs currently listed under the engineering portion of Neo Financials current job listings, specifically, the Software Development Engineer in Test (SDET) position. Since the job description discusses this position as requiring specific software development experience, we incorporated required question field pertaining to software development.
Upon submitting this portion of the application, applicants will navigate to the video submission portion, which was included as this is shown to be beneficial in gaining insights on applicants (IntroPulse, 2019).
As seen here, no questions are posted, instead applicants are required to listen carefully to instructions and answer questions via a recording of themselves. IntroPulse discusses how this practice is already being implemented by 6/10 HR managers. Additionally, this practice:
- Is the new norm and thus widely accepted and appreciated by potential candidates.
- Leverages the fact that 25%+ of interviewers make a decision about a candidate within the first five minutes of an interview.
- Saves money, in that fewer “in-person” interviews will need to be conducted.
- Allows early insights on candidates from their expressions, body language, to their personality and professionalism.
These insights guide the final portion of our proposed recommendation, which involves leveraging Evalart to send emails to potential candidates asking them to complete a questionnaire.
We used Evalart for this concept as this program has a vast array of potential surveys to choose from thus you can build candidate list and send job specific questionnaires.
Applicants will be sent job specific emails such as this:
After clicking on the link, applicants will be sent to evalart.com where they will be given instructions to the test they are required to perform, and when ready, they can complete the test.
Additional noteworthy features of Evalart which aid to our decision to incorporates this platform include the customizability and referencing aspects. This refers to our ability as admins to choose parameters include difficulty, time constraints, and link viability. In our examples we kept the link live for a 24-hour period and you were given 90 minutes to complete a 20 questions test.
After candidates complete the test, admins can view results on each individual candidate or compare results between all applicants.
Moreover, Evalart actually advises admins on each candidate and their relative competencies on the tested subject.
Creation Process: How did we do this?
The creation of this integrated application system was quite simple once the tools and their applications were successfully understood.
In order for you to mimic a similar design or application you require accounts to the following:
- Weebly — Professional subscription ($15 monthly with yearlong commitment or $20 month-to-month)
- Memberspace — $25/month
- Evalart — Can use trial to gauge functionality for your application
Weebly:
We used Weebly, as this was a website builder, we had prior basic experience with and thus felt we had the basic know how to elaborate on its capacity.
Building a basic functioning website with linkages:
To create a website simply make an account using Weebly and enter the name of your new site.
Follow the basic set up steps, including choosing a domain and a basic theme, or simply start from scratch.
Once you reach the “build” portal you can start customizing as you see fit. The tabs on the left allow you to choose from a variety of pre-set components but if you scroll down, you can add other apps to include as well.
To begin, click on the title section, and chose edit background to add a specific color or image that works best for your desired website.
To begin modifying your home page, select or add a section (by dragging it in from the left) and adjust the size of it by dragging it up or down.
Next you can add textboxes or images to bring your website to life. Note that the spacer function is highly beneficially as it allows you to create the portions between textboxes you see in some aspects of our website.
By dragging textboxes next to others, it will divide the page up between the two textboxes. If you click on either textbox a partition will show up in which you can drag from left to right to control the size of the textbox. In this case we kept it as the default (center) to keep everything consistent throughout.
By dragging textboxes next to others, it will divide the page up between the two textboxes. If you click on either textbox a partition will show up in which you can drag from left to right to control the size of the textbox. In this case we kept it as the default (center) to keep everything consistent throughout.
To add pages, or modify the header, switch to the pages tab at the top of your Weebly editor page. Simply select the “+” button to add a page. For our headers we chose to use “Non-clickable Menu” items as we only wanted the “Career” tab to be functional for the purposes of our prototype. This function is helpful when you wish to publish a website but not all portions are ready for public eyes. It will allow you to showcase the button, but it won’t be clickable.
For the purposes of the additional sites within the career tab which served to support our prototype we selected “Standard Page” as this creates a plain page that can be modified based on our individual needs.
All of these pages were selected to be Hidden in navigation since we did not want our applicant to reach certain pages without accessing the one in prior first.
Once all pages were made and stacked in order, we were now able to start linking them as needed.
Linking pages is again quite simple, all you need to do, is create a textbook and type whatever you like, then highlight the text, select in the interlocking tool and chose the destination of the link.
In this example we wanted the “apply” text for the SDET position to link users to the application portal for the SDET position, as such we selected this standard page.
The same process was used to create all other linkages.
Building an Application portal
To begin constructing the actual application portion of our prototype we created a page which would contain the contents and was linked to the application overview page using the instructions provided above. Once the page was created we used the “HD Video” app in Weebly to input our instruction of the application as a playable video format.
From here we used the Survey function under the “more” category to create some questions and allow candidates to input their answers.
Once again, all you have to do is drag this app into a new section.
After clicking on the newly inputted form, you can use the “Form Options” button to control where results are sent, whether you require applicants to opt-in to emails, and other specificities.
Additionally, when you click on the newly inputted survey, you will be able to choose from a variety of options from the left-hand side. We used the “Large Text Box” function and the “File Upload” function, this allowed us to create the aforementioned prototype.
Note that once you input a form, the submit button will have its own link. The status quo is to have a confirmation message for completion of the survey. However, in our prototype we linked the submit button to the next page, which incorporated the next portion of the application.
To do this, simply click on the submit button, chose “Confirmation” then “Link” then pick your designation.
Once again, the same process was used for the next 2 pages.
Memberspace:
Memberspace served as the main component of the prototype responsible for limiting the access of Neo Financial’s job board to the general public through the creation of the login and sign-up section. Memberspace is a plug-in that transforms any section of a website to be exclusive to members only.
Before the implementation of Memberspace, we first had to pay $25 to utilize the plug-in. The following steps, as seen below, are the integration of Memberspace into Weebly. After purchasing a premium account, we first clicked the customize tab at the top left side of the Memberspace website, then clicked “Integrations” followed by selecting Weebly as one of the options.
This then brings you to the embedded codes needed to be copied into Weebly for Memberspace to function. On this page, we check marked “(Optional) Display a Login/Account button” because we specifically only wanted to limit the access to Neo Financial’s job board and leave the rest of the website accessible.
The next step is to create a member plan. In our case, we selected the free plan.
From here we inputted the following link https://neofinancial.weebly.com/fintech-careers.html into “After Sign Up — send members here” and “After Log In — send members here” so that members are brought to Neo Financial’s job board after signing up and logging in. Then we made sure that the plan is public by clicking on the “Make Plan Public” button so that the sign-up and log-in page is visible to the general public and potential applicants.
Lastly, to complete the integration of Memberspace, we copied the “Login/Account Embed” code into the section of our Weebly that we wanted to be members only. (the text box in the image is the embed code section).
To create our specific survey questions required for candidates to answer to create an account. We first head back to the customize tab in Memberspace and click “Sign Up Fields”
Then proceed to “Add Sign Up Fields” by clicking the button. This then brings us to the page that adds the questions we would like answered. As you can see, there are different types of inputs which include a single line of text, paragraph of text, dropdown, multiple-choice, and checkbox.
After selecting the type of input, we then created inputted our question. Depending on how critical the information is, we made the question required (meaning they cannot create an account without first answering the question) by turning on the “Require field during sign up?”. After that, we simply click on the “Add Now” button, and it will automatically update in Weebly.
Evalart:
While looking for aptitude tests to further strengthen our HR solution, we came across several alternatives, however, we settled for Evalart due to its simplicity and feasibility. This program includes a free trial period to allow you to gauge its functionality for your solution. It includes key steps which aid in using it to its full potential.
For our purposes, we started by creating an account and going through the Test Catalog to see what tests would suit the needs of our prototype application.
After selecting the “Linux System Administration Knowledge Test” under the “IT Knowledge” Category we could begin the customization process.
We began by navigating to the bottom left of the screen, selecting “Options” then “Configure” to adjust the time to complete the test to 90 minutes.
Next, we clicked “Create Candidate” to upload the basic information of applicants that we felt, should be sent to the next round which involves these testing questions.
After saving the data for individual candidates which you feel should receive the next application process we clicked “Edit Email” to customize the email that should be sent for this specific test.
After saving this, you are now able to send the required emails.
Simply hit “Send” and you are ready to go!
It’s important to note that Evalart, allows you to create several different tests, and configure emails/candidate lists for each one separately. This customization feature is highly beneficial to companies such as Neo Financial as it allows them to choose and customize tests for each of their 79 job postings.
The result:
To see the prototype website, refer to www.neofinancial.weebly.com.
For a complete demonstration of this application process please refer to the following video.
For a comprehensive demonstration of the results of this job applications and its usage to HR managers please refer to the following video.
What’s Next?
Moving forward we hope to pitch this solution to Neo Financial, to not only allow them to apply this to their HR hiring practice, but also to allow them to enhance it. To be specific, we feel that Neo Financial could incorporate AI into our design to further reduce the strain on HR managers, by allowing scanning processes such as VMock to not only interpret things such as resumes, but also compare them to other candidates.
We hope that you found this post insightful and if you have any further questions or require clarifications, do not hesitate to contact us.
