Stage 2: Process Analysis

Before you begin work on this assignment, be sure you have read the Case Study and reviewed the feedback received on your Stage 1 assignment. Overview

As the business analyst in the CIO's department of Maryland Technology Consulting (MTC), your next task in developing your Business Analysis and System Recommendation (BA&SR) Report is to conduct a process analysis. This will identify how the current manual process is working and what improvements could be made to the process that would be supported by a technology solution.

Assignment BA&SR: Section II. Process Analysis

The first step is to review any feedback from Stage 1 to help improve the effectiveness of your overall report and then add the new section to your report. Only content for Stage 2 will be graded for this submission. Part of the grading criteria for Stage 4 includes evaluating if the document is a very effective and cohesive assemblage of the four sections, is well formatted and flows smoothly from one section to the next. For this assignment, you will add Section II of the Business Analysis and System Recommendation (BA&SR) Report to Section I. You will conduct an analysis of the current hiring process and present information on expected business improvements. This analysis lays the ground work for Section III. Requirements of the BA&SR Report (Stage 3 assignment) which will identify MTC's requirements for a system.

Using the case study, assignment instructions, Content readings, and external research, develop your Section II. Process Analysis. The case study tells you that the executives and employees at MTC have identified a need for an effective and efficient hiring system. As you review the case study, use the assignment instructions to take notes to assist in your analysis. As the stakeholders provide their needs and expectations to improve the process, identify steps that could be improved with the support of a hiring system. Also look for examples of issues and problems that can be improved with a technology solution.

Use the outline format, headings and tables provided and follow all formatting instructions below.

Begin with your Section I (Stage 1 assignment) and add Section II. Apply specific information from the case study to address each area along with relevant supporting research. II. Process Analysis Hiring Process

At the beginning of this section, write an introductory opening sentence for this section that addresses what the complete table provides. Refer to Week 3 and 4 content on processes and analyzing process improvements. Additional research can expand your knowledge of these areas.

The first step in analyzing the process is to document what the current process steps are and who is responsible for doing them. Therefore, the table provides the current steps in the manual hiring process provided by the case study. Remember, a process is a series of steps to perform a task; therefore, think about what the users are doing as part of the hiring process. Retain the as-is process steps provided; do not remove or revise these. Complete the second column by identifying the stakeholder responsible for this step based on the interviews in the MTC Case.

The next step is to identify how a hiring or applicant tracking system could improve each step in the process and how the business will benefit from that improvement. For each of the as-is process steps provided, complete the To-Be Process column in the table. indicating how this step in the process will be done using the hiring or applicant tracking system. For each process step, the statement should be concise and include an action verb and align with improving or replacing the current manual, as-is process step provided. Then complete the Business Benefits of the Improved Process column by explaining how this part of the process can contribute to the overall business strategy think at a higher level than the specific process step. Review the examples provided in the Hiring Process table. For each to-be process step, identify the result of using the system, as shown in the two examples. While it is true that the system will speed up each step of the process, think about how MTC would benefit more strategically from using an automated system to perform that step.

The first row and last rows have been completed for you as an example and must be retained and not revised. Be sure your table contains a total of 12 steps. Use the examples to help you provide clear to-be process steps and business benefits. Your responses should be written in complete sentences. B. Expected Improvements - As noted in the case study, there are a lot of manual processes, overwhelming paperwork, difficulty scheduling interviews, etc. related to MTCs current manual hiring process. A technology solution can address many of these issues. For each of the areas listed in the table below, provide an example of an issue from the case study and how a technology solution could be used to improve that area. Issues and improvements should be addressed in 1-2 clear, complete sentences with information incorporated from the case study. The first one is provided as an example. Note: This is not about the stakeholders' wishes or expectations for the new system but identifying the current issues they have. Some may be explicitly stated in the interviews and for others you may need to apply some critical thinking. (Provide an introductory sentence and copy the table and insert information within.) For explanations of these areas, refer to Week 4 content on analyzing process improvements. Additional research can expand your knowledge of these areas.

Formatting Your Assignment Consider your audience you are writing in the role of an MTC business analyst and your audience is MTC and your boss, the CIO. Dont discuss MTC as if the reader has no knowledge of the organization. Use third person consistently throughout the report. In third person, the writer avoids the pronouns I, we, my, and ours. The third person is used to make the writing more objective by taking the individual, the self, out of the writing. This method is very helpful for effective business writing, a form in which facts, not opinion, drive the tone of the text. Writing in the third person allows the writer to come across as unbiased and thus more informed.

In Stage 2, you are preparing the second part of a 4-stage report. Use the structure, headings, and outline format provided here for your report. Use the numbering/lettering in the assignment instructions as shown below. II. Process Analysis Hiring Process Expected Improvements

Begin with Section I, considering any feedback received, and add to it Section II. Write a short concise paper: Use the recommendations provided in each area for length of response. Its important to value quality over quantity. Section II should not exceed 3 pages. Content areas should be double spaced; table entries should be single-spaced. To copy a table: Move your cursor to the table, then click on the small box that appears at the upper left corner of the table to highlight the table; right click and COPY the table; put the cursor in your paper where you want the table and right click and PASTE the table. Ensure that each of the tables is preceded by an introductory sentence that explains what is contained in the table, so the reader understands why the table has been included. Continue to use the title page created in Stage 1 that includes: The company name, title of report, your name, Course and Section Number, and date of this submission. Use at least two resources with APA formatted citation and reference for this Stage 2 assignment. Use at least one external reference and one from the course content. Course content should be from the class reading content, not the assignment instructions or case study itself. For information on APA format, refer to Content>Course Resources>Writing Resources. Add the references required for this assignment to the Reference Page. Additional research in the next stages will be added to this as you build the report. The final document should contain all references from all stages appropriately formatted and alphabetized. Running headers are not required for this report. Compare your work to the Grading Rubric below to be sure you have met content and quality criteria. Submit your paper as a Word document, or a document that can be read in Word. Keep tables in Word format do not paste in graphics. Your submission should include your last name first in the filename: Lastname_firstname_Stage_2

S-Is Process Responsible MTC Position MTC Hiring Process To-Be Process - How the system Will Support and Improve the hiring process Business Benefits of Improved Process (Align with MTC's overall business strategy and needs.) Recruiter receives application from job hunter via Postal Service Mail. Recruiter (Retain text as I but remove this label and gray System will receive application via online submission through MTC Employment Website and store in the applicant database within the hiring system. EXAMPLE PROVIDED shading in your report) 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 Recruiter screens resumes to identify top candidates by matching with job requirements from job description. Recruiter forwards top candidates to Administrative Assistant via interoffice mail Administrative Assistant forwards candidates' resumes and applications to hiring manager for the position via interoffice mail. Hiring Manager reviews applications and selects who he/she wants to interview. Hiring Manager sends email to Administrative Assistant on who he/she has selected to interview and identifies members of the interview team. AA schedules interviews by contacting interview team members and hiring manager to identify possible time slots AA emails candidates to schedule interviews. 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 Hiring manager informs the AA on his top candidate for hiring AA collects feedback from interviews and status of candidates Administrative Assistant prepares offer letter based on information from recruiter and puts in the mail to the chosen candidate. Administrative Assistant 12 but remove this label and gray EXAMPLE PROVIDED (Retain text a shading in your report) 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. Area Current Issues (from the Case Study) Improvements (due to use of technology) Collaboration: EXAMPLE PROVIDED (Retain text but remove this label and gray shading in your report) The Hiring Manager states that recruiting is only one area he is responsible for and he isn't 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 Workflow: Explain how a hiring system could improve the MTC hiring process by providing a consistent structure for cach participant to perform his/her part in the hiring process. Relationships: Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees. Formatting Your Assignment Maryland Technology Consultants in Maryland Technology Consultants, Inc. Maryland Technology Consultants (MTC) is a successful Information Technology consulting firm that utilizes proven IT and management methodologies to achieve measurable results for its customers. Its customer base includes small to mid-tier businesses, non-profit organizations and governmental agencies at the local, state and federal levels. MTC feels strongly that its success is dependent on the combination of the talent of its IT consultants in the areas of Business Process Consulting, IT Consulting and IT Outsourcing Consulting and their ability to deliver truly extraordinary results to their clients Corporate Profile Corporate Name: Maryland Technology Consultants, Inc. Founded: May 2008 Headquarters: Baltimore, Maryland Satellite Locations: Herndon, Virginia; Bethesda, Maryland Number of Employees: 450 Total Annual Gross Revenue: $95,000,000 President and Chief Executive Officer (CEO): Samuel Johnson Business Areas MTC provides consulting services in the following areas: Business Process Consulting - Business process redesign, process improvement, and best practices IT Consulting - IT strategy, analysis, planning system development, implementation, and network support IT Outsourcing Consulting - Requirements analysis; vendor evaluation, due diligence, selection and performance management; Service Level Agreements Business Strategy MTC's business strategy is to provide extraordinary consulting services and recommendations to its customers by employing highly skilled consultants and staying abreast of new business concepts and technology and/or developing new business concepts and best practices of its own. Maryland Technology Consultants is a fictitious company created for the IFSM 300 Case Study. MTC Case Study 11/23/2019 Ver. 1 Strategic Direction As a small to mid-size business (SMB), MTC recognizes that it needs to carefully plan its future strategy. Considering the competitive environment that contains many very large IT consulting firms, such as Hewlett-Packard (HP), Booz Allen Hamilton (BAH), and Science Applications International Corporation (SAIC), as well as numerous smaller companies with various skill sets market niches, and established customer bases, MTC will be evaluating how best to position itself for the future and recognizes that its ability to identify its core competencies, move with agility and flexibility, and deliver consistent high quality service to its clients is critical for continued success. MTC's plan for growth includes growing by 7% per year over the next five years. This would require an increase in consulting contract overall volume and an expanded workforce. One area that is critical to a consulting company is the ability to have employees who possess the necessary knowledge and skills to fulfil current and future contracts. Given the intense competition in the IT consulting sector, MTC is planning to incorporate a few consultants in other countries to provide remote research and analysis support to the on-site U. S teams. Since MTC has no experience in the global marketplace, the Director of HR has begun examining international labor laws to determine where MTC should recruit and hire employees. Challenges Increased business creates a need to hire IT consultants more quickly. Overall, the Director of HR is concerned that the current manual process of recruiting and hiring employees will not allow his department to be responsive to the demands of future growth and increased hiring requirements. There are currently two contracts that MTC expects to win very soon will require the hiring of an additional 75 consultants very quickly. He is looking for a near-term solution that will automate many of the manual hiring process steps and reduce the time it takes to hire new staff. He is also looking for a solution that will allow MTC to hire employees located in other countries around the world. Management Direction The management team has been discussing how to ramp up to fill the requirements of the two new contracts and prepare the company to continue growing as additional contracts are awarded in the future. The company has been steadily growing and thus far hiring of new employees has been handled through a process that is largely manual. The HR Director reported that his staff will be unable to handle the expanded hiring projections as well as accommodate the hiring of the 75 new employees in the timeframe required. The Chief Information Officer (CIO) then recommended that the company look for a commercial off-the- shelf software product that can dramatically improve the hiring process and shorten the time it takes to hire new employees. The Chief Financial Officer (CFO) wants to ensure that all investments are in line with the corporate mission and will achieve the desired return on investment. She will be looking for clear information that proposals have been well researched, provide a needed capability for the organization, and can be cost-effectively implemented in a Maryland Technology Consultants is a fictitious company created for the FSM 300 Case Study MTC Case Study 11/23/2019 Ver. 1 relatively short period of time to reap the benefits. The CEO has asked HR to work with the CIO to recommend a solution. Your Task As a business analyst assigned to HR, you have been assigned to conduct an analysis, develop a set of system requirements, evaluate a proposed solution, and develop an implementation plan for an IT Solution (applicant tracking system hiring system) to improve the hiring process. You have begun your analysis by conducting a series of interviews with key stakeholders to collect information about the current hiring process and the requirements for a technology solution to rove the hiring process. Based on your analysis and in coordination with key users you will produce a Business Analysis and System Recommendation Report (BA&SR) as your final deliverable. Interviews In the interviews you conducted with the organizational leaders, you hear the comments recorded below CEO: Samuel Johnson "While I trust my HR staff to address the nuts and bolts of the staffing processes, what is critically important to me is that the right people can be in place to fulfill our current contracts and additional talented staff can be quickly hired to address needs of future contracts that we win. I can't be out in the market solidting new business if we can't deliver on what we're selling. Our reputation is largely dependent on having knowledgeable and capable staff to deliver the services our clients are paying for and expect from MTC." CFO: Evelyn Liu "So glad we're talking about this initiative. As CFO, obviously I'm focused on the bottom line. / also recognize it's necessary to invest in certain areas to ensure our viability moving forward. recognize that the current manual hiring process is inefficient and not cost-effective Having technology solutions that improve current process and enable future functionality is very important to MTC's success. We must consider the total cost of ownership of any technology we adapt MTC is run as a lean-and-mean organization and support processes must be effective but not overbuilt. We do want to think towards the future and our strategic goals as well and don't want to invest in technology with a short shelf-life. Along those lines, we currently have a timekeeping and payroll system that requires input from the hiring process to be entered to establish new employees, and to help support our bottom line financially, any new solution should effectively integrate with, but not replace, those systems. Maryland Technology Consultants is a fictitious company created for the FSM 200 Case Study MTC Case Study 11/23/2019 Ver. 1 CIO: Raj Patel "As a member of the IT Department, you have a good understanding of our overall architecture and strategy, however, let me emphasize a few things I want to be sure we keep in mind for this project. Any solution needs to be compatible with our existing architecture and systems as appropriate. Obviously, we have chosen not to maintain a large software development staff so building a solution from the ground up does not fit our IT strategic plan. Our current strategy has been to adopt Software as a Service (SaaS) solutions that can be deployed relatively quickly and leverage industry best practices at a low total cost. In addition, our distributed workforce means we are very dependent on mobile computing - this brings some challenges in term of portability, maintenance, and solutions that present well on mobile devices. We've been expanding at a rapid rate and are seeking to expand internationally so any solution will need to be viable globally. And last, but certainly not least, MTC's success is largely dependent on our ability to satisfy the requirements of our clients and maintain a reputation of high credibility, reliability and security. Any security breach of our applicants' data could have a devastating effect to our ability to compete for new business as well as maintain current clients. Any technology solution adopted by MTC must contain clear security measures to control access and protect data and allow us to use our current security for mobile inks. I recognize that MTC can no longer rely on a manual hiring process to meet these needs Director of HR: Joseph Cummings "Thanks for talking with me today. I see this effort as very important to the success of MTC While the recruiting staff has done an excelent job of hiring top IT consultants, the rapid growth to date and future plans for expansion have pushed our recruiting staff, and we recognize we can no longer meet the hiring and staffing demands with manual processes. I'm also interested in solutions that are easy-to-use and can interface with our existing systems and enhance processes. I'm willing to consider a basic system that can grow as MTC grows and provide more capabilities in the future. I'm sure Sofia, our Manager of Recruiting, can provide more specifics Manager of Recruiting: Sofia Perez "You don't know how long I've been waiting to begin the process of finding a technology solution to support our recruiting processes. In addition to myself, there are 2-3 full-time recruiters who have been very busy keeping up with the increased hiring at MTC, and there are no plans to increase the recruiting staff. It goes without saying that a consulting company is dependent on having well-qualified employees to deliver to our customers. We reina competitive market for IT talent and want to be able to recruit efficiently, process applicants quickly, and move to making a job offer to the best candidate before the competition snaps him/her up. When I talk with my colleagues in other companies, they mention applicant tracking systems that have enabled them to reduce their hiring time by 15-20% I'm so envious of them and look forward to having our new solution in place before the next set of contracts are won and we need to hire 75 (to as many as 150) staff in a 2-month period. I do not think my Maryland Technology Consultants is a fictitious company created for the FSM 300 Case Study MTC Case Study 11/23/2019 Ver. 1 team can handle such an increase in an efficient and effective manner. On-going growth at MTC will continue to increase the demands to hire more consultants quickly. It really seems like there would be a rapid return on investment in a technology solution to support and improve the hiring process." Recruiters: Peter O'Nel (along with Mike Thomas and Jennifer Blackwell) "This project should have happened 2 years ago but glad it's finally getting some attention. As a recruiter, I'm sort of the middleperson in this process. On one hand, we have the job applicant who is anxious to know the status of his/her application and fit for the advertised position. It's important that the recruiters represent MTC well, as we want the best applicants to want to come to work for us. Then we have the actual hiring manager in one of our business areas who has issued the job requisition and wants to get the best applicant hired as quickly as possible. Obviously recruiting is not the hiring manager's full-time job, so we're always competing for time with other job responsibilities, so we can keep things moving as quickly as possible. They provide us with job descriptions to meet the needs of dients and look to us to screen resumes and only forward the best qualified applicants to them so they can quickly identify their top candidates. Working with Tom, our administrative assistant, we need interviews to be scheduled to accommodate everyone's calendars. After the hiring managers make their final selections of who they would like to hire, it is our task to get the job offers presented to the candidates - hopefully for their acceptance. Everything is very time sensitive, and the current process is not nearly as effident as it could be. Applications and resumes can get lost in interoffice mail or buried in email; and, when a hiring manager calls us, we often cannot immediately provide the status of where an applicant is in the process. This can be very frustrating all around. Speaking for myself and the other recruiters, I have high expectations for this solution. We need to really be able to deliver world-class service to MTC in the recruiting and hiring areas to meet the business goals." Administrative Assistant: Tom Arbuckle "support the recruiters in the hiring process. After the recruiters screen the resumes and select the best candidates for a position, my job is to route those applications and resumes via interoffice mail to the respective functional/hiring manager, receive his or her feedback on who to interview and who should be involved in the interviews, schedule the interviews based on availability of applicants and the interview team members, collect the feedback from the interview team and inform the assigned recruiter of the status of each candidate who was interviewed. In addition to preparing the job offer letter based on the recruiter's direction, after a job offer has been made and accepted, I coordinate the paperwork for the new hire with HR and Payroll to ensure everything is ready to go on the first day. As you can imagine when hiring volume is up, I'm buried in paperwork and trying to keep all the applicants and their resumes straight, track their status in the process, and ensure everyone has what they need is very challenging. I love my job, but want to ensure I can continue to keep on top of the increased hiring demands and support the recruiting team effectively. Any tool that would help the workflow and enable many steps in the process to be done electronically would be wonderful" Maryland Technology Consultants is a fictitious company created for the FSM 300 Case Study MTC Case Study 11/23/2019 Ver. 1