Written by Vicki Turman, Assistant Director of HR Systems Support at University of North Carolina – Charlotte
While UNC Charlotte has been a PeopleAdmin customer for many years, we recently took advantage of the automated offer letter feature in our applicant tracking solution. Charlotte has over 18 offer letter templates, each unique to an employee type at our university. HR staff were manually adding applicant data from the salary worksheet into an access database. They used mail merge to create the appropriate offer letter, then the letters were printed and mailed to the candidate.
Our HR Director of Employment, Tracy Worthey, took advantage of a process improvement opportunity by using PeopleAdmin functionality to automate this highly manual process. Our PeopleAdmin Technical Support Engineer, Tyler Reinert, provided instructions for creating an offer letter in PeopleAdmin. HR staff were able to complete the configuration of multiple offer letters following the instructions provided. HR staff then updated the workflows to incorporate the offer letter process. Project steps included draft, review and approval of the offer letter text, configuration of the letters, workflow updates, testing and training for HR staff. The complete automation project was completed in two months.
The automation of the offer letter process at UNC Charlotte saves our HR recruiters time and allows for better tracking of offers. We no longer have to print and mail the letters or process letters returned as undeliverable. Because the offer letters are electronic, we have the capability to edit or rescind the offer until finalized by the candidate. Automation of our offer letter process in the PeopleAdmin Applicant Tracking system has been a huge success.
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