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Oracle Taleo recruitment and onboarding
implementation at Qatar Project Management
(QPM), Qatar
Background
 Qatar Project Management (QPM) is a leader in real estate and infrastructure
projects in Qatar and GCC Region, where an exponential growth in real estate and
infrastructure related projects is happening especially in Qatar as the host of 2022
FIFA World Cup and other major international events.
 The demands for project and related labor forces are arising exponentially; the
number of hiring' have doubled from last year and QPM sees this figure growing
exponentially in near future.
No of employees : 400
No of users : 36
Project Outline
Modules Implemented
Project Kick Off Date : 1-Dec-2014
Soft Go Live Date : 12-Feb-2015
Full Go-Live Date : 02-March-2015
• Taleo Recruiting
• Taleo Onboarding
Resource Details
Evosys Resource Details
Project Manager : Murtuza Kadiyani
Functional Consultant Onsite : Anish Adhikari
Solution Architect Onsite/Offshore: Sanjay Pandey
Business Needs
 QPM has rigorous recruiting needs. Since it’s a project management company
hiring candidates for various project both on contracts as well as permanent
basis, the hiring volume is extensive.
 QPM was already using a custom ATS which was quite basic form with very
limited functionality.
 Implement a robust Applicant Tracking System
 Eliminate the paper based informal way of initiating the Employee Relations’
Processes
 Implement robust and automated payroll processing system which requires
minimal manual intervention for the end-to-end payroll cycle.
 Manage Real Time Reporting & Analysis of the organization's HCM and Payroll
Requirement
 Integrated processes with accurate record keeping and auditing
Traditional Vs. Taleo
• QPM Current Process • Taleo Driven Process
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Too much dependency on User to
update the system manually or
otherwise.
All systems are independent and do not
talk to each other.
No method to “trigger” next steps.
Delays occurs if unlinked systems are
not updated.
Monitoring candidates details through
the recruitment life cycle all the way
into induction is impacted.
Candidate has bad experience.
Company loses momentum due to too
many contact points/ people handling
duties in the system.
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•
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Monitoring of ALL steps of recruitment life
cycle is possible and are automated.
System can be built to “trigger” all events in
a set manner straight away taking away
human error element.
Reduces time lost by cross checking if tasks
have been completed.
Reduces errors in tasks being repeated.
All teams involved in onboarding a candidate
can access system and make sure their
element of tasks are completed.
On boarding process from Offer letter to
joining is smoother.
Improvement in overall quality of hire.
Challenges
 SaaS application implementation limited flexibility of
Customization
 Reluctance of client to move to key phase like KUT, UAT and go
live.
 Stringent timelines for executing – client reluctant to follow
due to their busy schedule
 First (for evosys) Taleo and third party job posting integrations
like gulf talent and linkedIn
 Streamline the extensive current onboarding processes and
provide better business strategy approach
Solutions
 Implement Taleo Recruiting and Onboarding
 Integrations with LinkedIn and Gulf Talent
 Reporting and Analytics with dashboards and reports to show complete
activity analysis and provide better visibility of the business process
 Implement project details in a requisitions and maintain data security
around it.
 Implement Dynamic Approval routing for requisition approval process.
Value Additions :Time and Cost Savings to
QPM
Areas
Before Taleo
After Taleo
Average time to hire
90 Days
60-70 days
Centralized data base
Based on emails and excel files
All records are
centralized.
Time spent by recruiter per
candidate
Average 10-20 days
5-10 days
Process orientation and
dependability on it
Not Stream Lined
Streamlined – Single
application –Single
process. Process oriented
recruiting and
onboarding.
Key Bottlenecks in the recruiting
process
Difficulty in back tracking
events.
Most of the activities
within application are
date tracked and
reportable
Reports
Manual excel based reports
Dynamic
multidimensional
Reports
Business Benefits Delivered
Transparency and Visibility
• Any user having proper permissions can visit the Taleo portal and see the
recruitment status each requisition and candidate
Centralized CV and candidate data
base
• Single location for files all candidate records.
Communication Across all parties
• System notifies concerned parties for their action.
Automated flows
Data Protection
• Automated task flows , events e.t.c minimizes human error.
• No one can alter data related to a candidate and requisition as everything is
tracked.
Social Media and Portal Integration
• Cvs from all sources like LinkedIn, Monster gulf and Gulf talent are received at
one place in Taleo Database
On boarding Process tracked
• From offer to mobilisation the process is automated and each task is defined
for easy tracking.
Branding
• Taleo helps in putting one JD across all platforms, all traffic is directed towards
QPm website.
Business Benefits Delivered Cont…
User Trainings
Top management system demo
Real time reports
Flexible approval workflow
Paperless recruitment process
Message templates
On boarding Process tracked
Branding
• Effective user trainings with use of ppts/demo and role playing
• System demonstration to the top management highlighting the key business
advantage
• Elegant dashboards with real time reports
• Flexible approval workflow based on projects and non projects requirements.
• Automated recruiting, onbaording and reporting has eliminated the use of
papers
• All message templates sent manually such as shortlisting email, rejection letters
are now sent via system eliminating human errors
• From offer to mobilisation the process is automated and each task is defined
for easy tracking.
• Taleo helps in putting one JD across all platforms, all traffic is directed towards
QPM’s website.
Critical Success Factors
 Extensive use of Taleo- with a week more than 100 jobs were posted and
600 plus candidates had applied
 Complete and Integrated Recruitment system possessing an amalgamation
of best in class processes and world class technology.
 Ease of access through various modes of accessibility.(Eg. Tablet,
Smartphone, etc.)
 Real time reports and dash boards
 Reduced the business cost and increase the productivity and turnaround.
 Role based User Access, having Security to have Consolidated Data Access
or specific Operation Access.
 Real Time Business intelligence reporting with dashboards, analytics and
fixed format reports to supports analysis and decisions making.
Milestones
 Second Oracle Taleo implementation in
Qatar
Questions?
Thank You
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