“We elected to partner with Eploy for a number of reasons, namely the system's advanced web-based functionality, ease of use and ability to be customised. Service and price were also defining factors, with Eploy offering the most flexible and cost-effective solution for our needs.”
Zoe Arch, ArtsTemps Coordinator
In July 2010, ArtsTemps, the in-house temp recruitment agency at University of the Arts London, implemented Eploy's recruitment software solution to help manage, centralise and promote its unique student recruitment service.
To facilitate this, and to unify communications across the University, Eploy also created its most sophisticated Hiring Portal to date, which amongst other features, allowed students to fill in timesheets online at their leisure on campus or at home.
An additional hiring manager portal and timesheet authorisation system enabled timesheets to be approved by a multi-layered internal process, which includes the Hiring Manager, Payroll and Finance departments.
University of the Arts London (UAL) is the largest Arts University in Europe with 22,000 registered students. All on-site recruitment was done on an informal, one-to-one basis between departments and students, which was logistically difficult to maintain.
ArtsTemps was set-up in September 2009 to recruit UAL students and graduates for employed temporary work within the University across its six Colleges.
"As a public sector organisation, we have a strict procurement policy, which required us to review several different recruitment software providers," said Zoe Arch, ArtsTemps Coordinator.
Fundamental to this service was the need for a web-based recruitment system that would:
- work to proactively promote the service;
- streamline administration;
- facilitate communications with all the parties involved in the recruitment process including the students, department heads (the recruiters), HR, Payroll and Finance.
The organisation's complex internal administration procedures also needed to be simplified.
"We elected to partner with Eploy for a number of reasons, namely the system's advanced web-based functionality, ease of use and ability to be customised. Service and price were also defining factors, with Eploy offering the most flexible and cost-effective solution for our needs" continued Zoe.
The 'one stop' web service was designed to enable students to register their details online using a detailed questionnaire, from which ArtsTemps can automatically skill match and shortlist candidates prior to interviews.
"This saves an incredible amount of administration and recruitment time," said Zoe Arch. "We also now have the ability to text and email students about new positions using Eploy's automated features, which is proving very popular. Plus, students like the fact that being web-based they can fill in timesheets online at their leisure on campus or at home."
In addition to the day-to-day support Eploy's system provides, ArtsTemps has also benefited from a new hiring manager portal and timesheet authorisation system.
This was created by Eploy to address UAL's complex internal administration procedures. Chris Bogh, Eploy's Technical Director, explains: "For ArtsTemps we needed to configure our online timesheet authorisation portal extensively to enable candidates to enter information online for approval by a multilayered internal process, which includes the Hiring Manager, Payroll and Finance departments. Importantly, this also had to adhere to the university's strict working practices and policies."
"To enhance this management process further, the system is also programmed to automatically send email alerts to notify Hiring Manager's of outstanding timesheets and to generate custom Payroll and HR Financial monthly reports."
In the 6 months since going live with Eploy in December 2009, ArtsTemp online - including individuals from other institutions who are not able to access this service than 250 temporary student positions within University of the Arts London.
Zoe Arch says: "Prior to ArtsTemps setting up, all on-site-recruitment was done on an informal, one-to-one basis between departments and students. Now with the help of Eploy we are able to promote the service more proactively so that it is accessible and understood by all - ultimately achieving our aims of providing students with the opportunity to increase their employability and support themselves financially.
"All in all Eploy has served to centralise all our communications and improve the service we can now offer. The response has been very positive from everyone involved, and the success achieved means we can now look to further expand the student service and redesign the front end of the website with Eploy's help."