i-GRasp avoids extra time and penalties in Germany

More and more companies are relying on software-based solutions to make their recruitment processes more efficient - the European Central Bank is one of them. Since the introduction of i-GRasp, the recruitment workload of the bank has been significantly reduced.

The European Central Bank, with its headquarters in Frankfurt, is responsible for monetary policy within the Euro area. In Germany the international institution employs around 1,350 staff. Approximately 250 vacancies need to be filled each year.

Since November 2004, HR staff at the European Central Bank (ECB) have been working with the talent management solution from i-GRasp, the European specialist in software-based recruitment.

Since then there have been many improvements according to Petra Seethaler, Project Manager for HR software: HR staff are no longer tied up typing candidate data into the computer or copying and distributing applications received in the post, but instead they are able to devote themselves to other ñ and more interesting ñ duties in recruiting and development.

Superior communication, fewer call-backs
Communication with applicants has been significantly improved, since HR staff are now able to use standardised email communications.

At the same time, telephone and email queries from applicants have significantly decreased. This is due to the new applicant management system which allows them to log into the ECB career pages to view the status of their application. ìFurthermore we no longer need any IT resources or any special hardware because i-GRasp provides a hosted solutionî, explains Petra.

Yet another advantage of the new solution is the improved quality of data. ìSince applicants type their own data into the online application form, transcription errors - which always arise when HR staff have to input large amounts of applicant data every day - have been eliminatedî, says the HR expert. The solution also provides a clear overview of the performance of each recruiting method - ìWe are now able to tell which channels yield the best results.î In addition to a high quality of data, i-GRasp ensures that the ECB stays in line with data protection legislation and therefore avoids the penalties of non-compliance.

Applicant numbers under control
The interesting assignments and career options within the European Central Bank create a high demand: approximately 13,000 applications were received in 2004 ñ the majority by post. Between January and August 2005 alone, there were 11,000 applicants.

Petra Seethaler feels that simplified contact options via the online application form are the reason for the increase in applicant numbers compared to 2004. i-GRasp eases the handling significantly: even an increased number of applicants does not present a problem for HR staff.

Strict guidelines underpin recruitment at the European Central Bank. New software significantly speeds up the process.

Eliminate endless typing and copying
Things were completely different in the past. Until the end of 2004 the recruiting process at the ECB was characterized by its paper load. Data from postal applications was entered manually into a software system. Folders were copied and distributed to managers and members of the Selection Panel responsible for each hiring decision.

There had been a software solution in place since 1994, but this system was of German origin and had been translated into English ñ future updates have not been possible. So it preserved the status quo of 1994.

Therefore, an important selection criterion during the bidding process was a native English version of the new software. Further criteria were the price/performance ratio, functionality and ease of use. Of course, IT security also played its role in the ECB decision.

Intuitive use
In November 2004, after a period of extensive customisation, the i-GRasp solution was implemented at the ECB. Initial training for HR staff required just a few days: ìYou can use the system easily and intuitivelyî, explains Petra Seethaler. Since the implementation, ECB managers, Selection Panel members and their secretaries can now all have direct access to the applications.

The European Central Bank specifies in every job advertisement that applications should not be sent by mail nor by email, which means that most candidates are now using the online application form. However, should an application be received by post, the documents are scanned and the basic data is entered manually. ìThis is important for our records, since applications received after the due date cannot be accepted. There are very strict rules on thisî, says the HR specialist.

Apart from traditional applicant management functions such as monitoring of status and different levels of authorisation, the software solution offers many helpful features. One such feature is the Job Alert: prospective employees who have not been able to find a job vacancy matching their profile are able to register themselves for job alerts. As soon as a matching job is posted, they receive notification by email.

Although the ECB does not use the online assessment option, a pre-screening process will be implemented offering candidates a questionnaire-based self-assessment tool. The system will then provide a list of candidates best suited to the job.

Optimized recruiting
In addition to the European Central Bank, well over 100 national and international organisations are currently using i-GRasp to optimize their recruiting process. i-GRasp clients include British Airways, KPMG, Cadbury Schweppes, Norwich Union, AstraZeneca, Whitbread, Oxfam and AXA.

i-GRasp - More than just recruitment
With i-GRasp, you can streamline your recruitment process and access Management Information at the touch of a button. The i-GRasp solution offers four modules available on demand: Permanent Recruitment and Internal Mobility, Temps & Contractors, Graduate Recruitment and Universal Questionnaire.

i-GRasp provides visibility of the entire sourcing process and helps you manage your Experienced Hire, Graduate and Temps & Contractors sourcing strategies using a single platform. Choose all modules or just one ñ i-GRasp provides a comprehensive solution that can be tailored to each clientís needs.

i-GRasp integrates every part of your recruitment process, from job posting, through candidate application, screening and selection, agency and job board management, to HR system integration, management reporting and on-boarding. i-GRasp brings you Market Leading Functionality, from raising requisitions to sourcing candidates and managing all applicantsí interviews and assessments.

i-GRasp, part of the StepStone Group, are the leading European provider of e-recruitment solutions, with a client list including many FTSE100 and leading public sector organisations. More information on i-GRasp can be found at www.i-grasp.com