News and updates
In 2019, consultations on our financial functions, regarding human resources and procurement, highlighted the need to review and improve the University's administrative processes. In this sense, the Administrative Services Modernization Program was born. It oversees several projects including that of recruitment.
The current state of recruitment is seen as a transactional process with limited strategic direction that does not meet all of the needs of the hiring staff. The often complex rules, the duration and the inconsistency in the administration of the process as well as the inconsistency in the practices can have a negative impact on operations and ultimately lead to a negative experience for the candidate.
The Recruitment project aims to review and improve the recruitment processes for academic and administrative positions by focusing on the:
- recruiting staff needs;
- candidates' experience;
- operating model;
- Human Resources roles and responsibilities;
- workforce attraction;
- standardization and automation of processes while maintaining agility.
Phase 1 : Framing
This first phase was carried out at the beginning of the year 2020. The Work Breakdown Structure (WBS) was developed and the project scope was divided into smaller components identified as follows:
- Candidate Experience
- Talent Attraction
- Hiring Manager Experience
- Roles and Responsibilities
- Processes and System
Phase 2: Design and planning
The project team defined what needed to be accomplished and mobilized the resources to participate in the progress for each component identified in the previous step. Since the recruitment of administrative and support positions is different from the recruitment of academic positions*, two working groups were created to analyze the specific nature of these two processes.
*At this point in time, the academic recruitment process only includes the positions of term professors, regular professors, scholar-researchers and librarians.
Phase 3: Carry out
Throughout 2020 and until January 2021, work continued with the working groups. These efforts helped us understanding the current processes in use, identify opportunities for improvement, and make recommendations based on industry best practices and the University's organizational context.
Among the initiatives discussed, analyzed and to be implemented, here are the project initiatives that will be completed by this spring:
New Careers website
The Human Resources Talent Acquisition team and the Web Perspective team (Communications Directorate) are working on the creation of the future Careers site that will replace the current jobs page. As part of the development of the employer brand, this new site aims to make the University more appealing to the best talent, enhance the sense of belonging and ensure the retention of our workforce.
Review of NJOYN
Recruitment process for administrative and support positions
The analysis on NJOYN has been completed and recommendations have been submitted to the vendor who is working on developing a new version that will better meet the needs of recruiters and hiring managers.
Recruitment process for academic positions for term professors, regular professors, scholar-researchers and librarians.
Recruiters will be able to benefit from NJOYN for the hiring of term professors, regular professors, scholar-researchers and librarians. The tool will also be implemented this spring.
The final phases to come before the launching NJOYN
During the months of March and April, for the administrative and academic processes, the project team and working groups will conduct user acceptance testing (UAT) and evaluate the functionalities proposed by the vendor. Prior to the launch of the tool, training will be offered to users with a recruiting role. Also, a variety of online tools will be created to support recruiting managers in using NJOYN.
The participation of users who have or will have a recruiter role is essential to ensure that the solutions proposed for the administrative and academic recruitment processes are logical and effective in the eyes of all.
The launch of NJOYN is scheduled for early May.
Committees and groups involved
- Karina Adams
Associate Vice-President, Human Resources
- Jules Carrière
Vice-Provost, Faculty Relations
Project Steering Committee
- Carl Bélanger
Senior Adviser, Labour Relations
- Vicky Boulerice
Project Manager, Administrative Services Modernization Program
- Manon Dugal
Senior Director and Strategic Initiatives
- Mylène Lepage
Human Resources Manager
- Alexandre Messager
Human Resources Manager
Faculty of Medecine
- France Malette
Chief Administrative Officer
Faculty of Sciences
- Gaby St-Pierre
Co-op and Careers
- Vicky Boulerice
IT Manager, Administrative Services Modernization Program
- Maxime Joannisse
Project manager, Administrative Services Modernization Program
- Darlene Avelar
Business Analyst, Administrative Services Modernization Program
- André Lanthier
Controller and Program Advisor, Administrative Services Modernization Program
- Isabelle Larivée
Communications and Marketing Coordinator, Administrative Services Modernization Program
- Cécilia Geldrez
Application Manager HR, PC and FA