iCIMS Hacks: April Wins in Hiring Automation & AI (5/1/26)

Explore real-world wins from the iCIMS community, including automation that removes screening questions and AI tools that map skills across resumes. Learn how teams are streamlining hiring, protecting data, and unlocking new insights with practical, scalable solutions.

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Transcript

Unknown Speaker  0:00  
All right, welcome everybody to system admin insights. We are so glad to see you here. As always, we will get started with a little bit of gratitude. Please share something that you are grateful for in chat today. Let's see today I am grateful for the IRD team. Caitlin is on vacation this week, and boy, do I miss her. She does so much important work here,

Unknown Speaker  0:28  
and Vivian is putting the final touches on our first ROI blueprint, which is an engagement for customers who are you know, been on items for a while and not sure that they're not sure really where they stand in terms of what they're getting from it. And also for customers who are looking at a renewal and want to get an outside perspective on the ROI that they're gaining with ISEM so Ty is here with us today, and Michelle says she is grateful for sunshine. Yes, indeed. Finally, the weather has warmed up. It's still a little chilly New York, and let's see. Jessica says she's thankful for learning new skills and hobbies, mahjong and pickleball. Very cool, Jessica, I tried pickleball once. All my excuses for not having fun, I tried pickleball once, and I, like, I fell and hurt myself. My body hurt for like, a month.

Unknown Speaker  1:24  
I'm a tennis player, so pickleball was an easier pick. Yeah, I'm old and lame. That's just that's just facts. Patrick says he's grateful for stakeholders seeing the value in AI. So that is a great segue to our April wins. Now this is a new monthly thing that we're doing.

Unknown Speaker  1:46  
Let me jump over here, and we've got this post going for the end of the month, and we invite members to share their biggest wins. And so Terry shared one that was really cool. He said he built a hiring automation that will disqualify applicants based on responses to questions on the career profile page, thus eliminating the need for job screening questions.

Unknown Speaker  2:12  
That is kind of wild, like, I don't think I've ever heard of somebody trying to

Unknown Speaker  2:18  
remove the need for job screening questions. And Terry, are you on the call? Terry, not on the call yet, okay, but I would love to hear more about that. Additionally, he built a hiring automation that will advance applicants that state they were referred to a new status, labeled new submissions,

Unknown Speaker  2:35  
slash employee referral. This provides us a way to call out that person, that the person was referred to our restaurant managers, Terry, I was shouting you out. I just saw you. You stuck in here, so I was just saying that this idea of eliminating the need for job screening questions. Very, very interesting. Can you, can you talk a little bit about what motivated that?

Unknown Speaker  2:59  
Yeah, so it started with just the cheesecake core brands,

Unknown Speaker  3:06  
cheesecake, grandlooks and North. And I don't know if you remember when we were in San Diego, but we started talking about

Unknown Speaker  3:14  
simplifying the application process, right? So in 2021

Unknown Speaker  3:20  
2022 you know, we like everybody. We were hurting for applicants, so we shortened our application down to one page and used a product called UiPath to perform what I Sims can do today. Yeah. And so now, if our C brands want to do the same thing, and we're not going to spend the extra money on UiPath. So we

Unknown Speaker  3:47  
started testing if this hiring automation, if we could build searches,

Unknown Speaker  3:55  
and if the search and the application are satisfied that the automation will automatically move them to be in queue,

Unknown Speaker  4:03  
you know, or employee referral and happy to show you the reports. You know, share that if you're interested, we would, yeah, we would love to. I mean, you want to do it right now, or do you want to schedule something another time to present on it? That's up to you. Well, if you got a hand, if you got a handy, yeah, throw it on screen. Love to see it. Yeah, I'd like to see it all right,

Unknown Speaker  4:25  
says I can't share.

Unknown Speaker  4:27  
That's because I'm sharing. Let me stop sharing.

Unknown Speaker  4:30  
Come on. There we go.

Unknown Speaker  4:39  
Which one,

Unknown Speaker  4:41  
by the way, we're going to move this back to zoom. So we've gotten feedback from a few folks who had a hard time getting on the call, some audio issues and whatnot. So starting next week, I'm going to drop a zoom link in the same place where we put the events so that we can just put it put it back over there. Everything works just fine. All right, so this.

Unknown Speaker  5:00  
Is our test environment, yeah, which is where everything is at today. So let

Unknown Speaker  5:06  
me pull up.

Unknown Speaker  5:13  
All right, so we have a number of because FRC has several different

Unknown Speaker  5:25  
several different needs.

Unknown Speaker  5:27  
You know, they have different brands. So, you know, blanco, the restaurants that will hire 18 plus, yep, you know it's looking at, you know, the person's in, you

Unknown Speaker  5:38  
know, not in, ready to onboard application date past two hours. The brand is Blanco, the position is host, and the states are these areas. So those are the core those are the core filters. And then it says and match any of the following. So if the person says they're 17 or under 17 years old, or they have engaged in discriminatory behavior or no, they're not illegally. They're not legally allowed to work in the US. Then the automation looks at that and says, okay, this person has answered these questions appropriately, so we're going to disqualify them. And so that's built on

Unknown Speaker  6:19  
this automation

Unknown Speaker  6:23  
right here. So if I look at block zero, 18 and under,

Unknown Speaker  6:27  
wow. So it says, you know, this is the automation name. We're doing a workflow status change. They come in new submissions and new applicants. If this search criteria is met, then it's going to change a workflow status, move them to the not qualified, and it shall be in cube in Wow. It works. Works. Great.

Unknown Speaker  6:52  
You know, we're doing the same thing with the referrals. So, you know, if somebody comes in and says, you know this, this report basically just says that, you know, I'm my population is corporate office.

Unknown Speaker  7:08  
You know, the job I'm applying to is for corporate and I stated Yes, I was referred by a current employee, and it will change their workflow status to employee referral.

Unknown Speaker  7:20  
And so

Unknown Speaker  7:22  
it works, works pretty works pretty well.

Unknown Speaker  7:27  
See if I can find a

Unknown Speaker  7:30  
I'll show you an hourly location that

Unknown Speaker  7:33  
that it's worked on, and what that looks like from the backside.

Unknown Speaker  7:41  
So

Unknown Speaker  7:47  
there's a job. So you'll see we have this employee referral bin, and these people all stated that they were referred. Yep. And if you look at their

Unknown Speaker  7:57  
recruiting workflow history, are you? Can you see the pop up? No. Cannot see it.

Unknown Speaker  8:10  
While you do that. Let me just say bravo. I mean, these are two great use cases for automation.

Unknown Speaker  8:19  
I'll just share the whole screen, since I can't figure out how to do just two windows. So so you'll see that, you know, we used an automation to create a new job and move them into new submissions, and then the automation ran again on that person and show that they were referral and segments them out into the new status.

Unknown Speaker  8:38  
So

Unknown Speaker  8:39  
Jessica Smith says, I love this one for identifying former employees in their own bed. Yes, we're gonna, we're getting ready to do the same thing with former employees.

Unknown Speaker  8:50  
Build that same report and automation. So because we have a lot of

Unknown Speaker  8:55  
about 30% of our hires are referrals,

Unknown Speaker  8:59  
and another small percentage, you know, somewhere around 10 to 15% are former employees.

Unknown Speaker  9:07  
That's great. Well, you know, we have been talking about hiring automation. For those of you who haven't been on any of those calls, it's a recently released feature in isims, and several of our members are kicking the tires on it. If you are doing any cool stuff with hiring automation, please bring to the call, because everybody's excited about it, but it's a new feature, and a lot of folks aren't comfortable with it yet, and there's some some limitations that we've called out to Peter.

Unknown Speaker  9:31  
Were you gonna say something? Did I cut you off? No, no. Okay, great, great. So yeah, please, please, let us know any questions for Terry on how he set that up or

Unknown Speaker  9:46  
Okay, thanks, Terry. And if not, let's go to our second win.

Unknown Speaker  9:52  
Also very impressive. This is from Patrick at intelligent waves. So.

Unknown Speaker  10:00  
Patrick said his growth team was looking for assistance with identifying potential skills certifications and skill gaps within our company for RFPs, white papers, proposals, etc. Utilizing the power of AI, I created an offline desktop file loader that will parse all resumes that were either PDF, docx or TXT, into a parsable, searchable file that would quickly allow them to research data on our company while protecting the employee name data. A lot of security moves happening here that I'm glad you called out, Patrick, it's still a work in progress, but the goal was to keep name data secure and only just focus on skills after having all employees successfully update their resumes to a readable format, the effort was worth it. Here is a screenshot. Patrick, I'm fascinated. I mean, first of all, I'm fascinated that your company lets you do this right? Because I think a lot of orgs out there, with good reason, are super cautious, as they should be, right? But I'm Can you speak to

Unknown Speaker  11:07  
those dynamics and how it is that you've been empowered to do this, and what your inspiration for this was? Well, speaking with our IT department, you know, they said, as long as the desktop loader was completely on the desktop. They did not see any type of privacy risk whatsoever. So what I did is I took all the job titles we have in our HR system, and I asked AI to create me a list of what those certifications may be, what skill sets would be associated with those job titles, and then I kind of mixed that into the business rules of the the

Unknown Speaker  11:47  
database, and then I was allowed to install Python on the computer, and it's what's parsing the resume, because we did have some old resumes that were scanned in, and it's not going to be able to look at those, because it's a It's a it's an image. So I had to have everyone go in there. And this has been a couple of months in the making, and we finally got everyone to update all the resumes to a PDF or a doc or a text where it was readable, and then once we loaded it in there on the desktop, we were able to output skill sets immediately, the growth team could export how many of this we have, or we have this skill set, we have this skill gap analysis. And it was a combination of chat, GPT and Claude, and working together with it, because they have some other folks in there that were a little bit smarter at coding than I was, but it was a collaboration between both departments, and we're really happy with the product that we have, and now we're just fine tuning what the growth team wants to see where they're going to be able to hit Export and just, hey, I want to know how many people have security, plus they'll know exactly.

Unknown Speaker  12:53  
Well, that's that's great. And I have also, we're rebuilding some of our internal systems at IRD. And I have also found that the combination of chat GPT and Claude together is super effective. I use Claude code, and then when I get stuck, I ask for a second opinion. I have it explained everything it tried what we're trying to accomplish. I give it to chat GPT and chat GPT nine times out of 10 nails it and gives feedback back to Claude code, and then we can move forward. But the third piece as well, the human review. You've got an IT department. We work with external contractors to come in and then audit what we've done. And very interesting sort of dynamic of

Unknown Speaker  13:31  
two humans in the loop and two AIS working together to realize the vision.

Unknown Speaker  13:38  
What is your so? For those who are interested in this, I so I'm not a professional developer, right? I did some programming in my teens, and so conceptually, I get the stuff in my heart and probably more of a product manager, right? But Patrick, can you talk about your background in and how hard was it? How long did this take? Like, what went into this for you? Well, my background. I was in the Air Force for 20 years, and I was over personnel systems there, and way back in the day, I was building access databases when we were making our own in house products. And then eventually the Air Force said, you know, you can't do that no more. But this right here was just, you know, the growth team approached me one day and said, Hey, can we get into i Sims and pull a report on who, who has what skills I was like, not exactly. And we also have CxM as well, and that wasn't working either. So we didn't really have a way to just quickly, because these, these RFPs for proposals, they come down and they close really quick, and you only have a small window to submit information, yeah, so we actually missed an opportunity. And, you know, and in this economy and area of growth, you don't want to miss an opportunity. So I got together with the chief of it, and then every Friday, we've had kind of back and forth, tinkering with ideas and concepts.

Unknown Speaker  15:00  
And then about two weeks ago, it started coming together with the right prompts between Claude, he had chat, GPT up, and I had Claude, and we were going back and forth and sharing this HTML export. And it was analyzing, saying, This is where you can improve. This is where you can make this faster. And that's all it was. It was just a collaboration, you know, between two departments trying to come up with ultimate goal. But I said the number one thing is, I want to anonymize or protect the information of the employee. All the growth team needs to know is what skill sets and certificates exist, not who they belong to.

Unknown Speaker  15:38  
That is, that is fantastic. And to have that internal alignment like this is really, I think this is the future of the sysadmin profession, right? Being able to automate the way that Terry is automating, being able to build the way that you're building. Patrick, this is super impressive, and I'm so glad to share that with us today. Thank you so much. No problem. Glad to share, yeah, any questions

Unknown Speaker  16:05  
from the group about what Patrick did here?

Unknown Speaker  16:13  
Quick question, actually, what? What does your team now that your teams

Unknown Speaker  16:18  
is going to be, has this tool? Do you envision, kind of taking this next level, like, what are your team envision you want to do with this? Do you want to build it? Do you want to create a freestanding app, something that

Unknown Speaker  16:32  
you want to have as an internal enterprise wide tool

Unknown Speaker  16:38  
that we have, a meeting with the growth team next week to kind of ask them, okay, now that we have this new shiny tool, what do you want it to do? Where do you want it to go? Because right now the way it's set up is, once we got all the resume information parsed and into the to the loader, you kind of have to repeat that process every time. It's only 156

Unknown Speaker  17:04  
resumes for us. So it doesn't take very long, but it's not scalable if we grow. So the goal to ask them now is, okay, we were able to capture what you're looking for in a quick manner. Now, where do you want this to go? How do we want this to grow? How do we want this? Want this to be enterprise across the company? You know, is this something where we need to make sure our employees are updating the resume on a certain cadence? How do we stay ahead of the curve on this?

Unknown Speaker  17:35  
It's it's it, you know, what's the kind of shame here? And I hope maybe, maybe this is something we'll be surprised in the next couple of years,

Unknown Speaker  17:43  
if there was a way that, if someone was able to plug in what you just did into your existing isims instance, like allowable, like, you know, kind of like, there are other companies out there that will create an environment where you can actually build your own apps and then plug them into the universe. So, like, workday has anything called workday extend, and for a very, very big fee, you get access to, like, be able to build your apps. And at first you're like, Okay, that's just us doing the lift. But it's actually pretty clever of companies that do that. It's kind of the way, you know, when you it's what Google did with droid, right? You open it up, and then by having people build it, and, you know, they are then more inclined to stay with you, because you're like, Well, I've built this thing here. I've got it working. It's, it's, and we were able to extend the capability of our system to do things that we weren't able to do. I both, I both love that, and I also have to push back a little bit as a as a company that has our website on WordPress. WordPress is like the nightmare scenario of what you just described. Oh yeah, it's the hot

Unknown Speaker  18:50  
it can go very wrong too. Yeah, it's it costs money, for a reason. I these companies, they cost me because you're also going in and you've got to go in through like, you've got to get trained. And there's a whole you don't just kind of go, here you go, have at it. It's there's a whole kind of

Unknown Speaker  19:07  
indoctrination you kind of have to do. But the The upside is, once your organization is paid into that, once your team is trained up, you can build on that. And basically you're extending the capability of it. And some depending on your what you build, sometimes they let you spin it off and actually license it to others. And that's the thing that actually scared me the most, because what happened is we actually got hacked, and it was because I was using

Unknown Speaker  19:35  
a module that a developer had just, I guess, wasn't maintaining, and there was a security breach in that one module. And that one module allowed a bot to give itself admin access to our to our website

Unknown Speaker  19:49  
and like so the biggest risk, I think, is, is if, if, if somebody were to ship something, and then they stopped maintaining it, and other companies have adopted it, that could really.

Unknown Speaker  20:00  
Be a, really be a big issue, and I'm sure there's protocols around that, but I'm sure that that that dynamic and that tension is in the conversation when, when vendors are thinking about opening up an ecosystem.

Unknown Speaker  20:12  
Liam, you had your hand up at one point.

Unknown Speaker  20:18  
I did. I withdrew it. No problem

Unknown Speaker  20:23  
also. So just in case, like I always want to give like a sober, well rounded view on AI. So this hit the news yesterday,

Unknown Speaker  20:35  
and so while I certainly love AI,

Unknown Speaker  20:39  
this is a company that was not being careful enough.

Unknown Speaker  20:45  
AI agent wipes firms database in nine seconds. And then when they asked what happened, Claude said I violated every principle I was given,

Unknown Speaker  20:56  
right? So I yeah, that is the correct emoji, Patrick and I encourage you to read this article, because there are specific things. They don't really go into technical depth here, but there are specific moves that this company did not do. For example, it gave an agent write access to a database, which is just not smart, right? So the fact, Patrick, that you're coordinating closely with it is absolutely essential for anything that could ever potentially touch anything sensitive, right? My read on this is that this company went to too quick

Unknown Speaker  21:35  
and and it's exciting. There's a lot that you can do, but you really have to loop in the right people to make sure that what you're building is safe.

Unknown Speaker  21:44  
And I'll put that link in chat here.

Unknown Speaker  21:48  
Okay, let's open up the floor to general i Sims questions. I'm going to go over to our channel here and select live call questions. What do we got? We've got Jessica Smith talking about UKG. Jessica, Hi, yes, okay, I've got a question. So we are working on the ukgi Sims,

Unknown Speaker  22:12  
onboarding, third generation integration. So with this integration, feel certain information and fields from UKG flow over to employee profiles, and I Sims,

Unknown Speaker  22:25  
so fields like first name is this example is now going to overwrite whatever is in the field of first name on our employees profiles. We have a lot of recruiters and hiring managers who go by preferred names, and they're known as those preferred names within the company. That's not my phone. I don't know where that's no that's my stupid doorbell, and I'm not gonna get it all good, okay,

Unknown Speaker  22:47  
just throwing it out there. So anyways,

Unknown Speaker  22:50  
UKG has a field for preferred name, so we can create that field in I Sims and we can map it over. But the problem is, not every person has something in the Preferred Name field in UKG. So if you know, I had asked our HRIS team, I said, Well, is it possible for you to have that name filled in to match their first name if it doesn't differ from their first name? They said, No, that messes things up in their system. My name would display as Jessica, Jessica, you know, if that were the case, if they didn't differ. So the problem that I'm trying to solve now is, if the first name is always going to be overwritten and I Sims, that's going to impact things like searching for the correct approvers on jobs. It's going to be in all of the email communications when we use somebody's first name is a variable. And if it were as simple as saying that, we could just go ahead and, you know, have the Preferred Name field was filled out every time, then I would change all of the variables to preferred name instead of first name. But we can't do that on the UKG side, and I don't even think I can do it on the i sim side, because it's a daily flow and it's going to be overwritten, right? So even if I were to use, I mean, conditional field, logic doesn't even work this way, because I don't think you can do a whole like logic of if, then, then fill in type thing, but it would just get overwritten. And I don't I just am not in love with the idea of not addressing people by the names that that are their preferred names. I think it's a respect thing. I think it's going to cause difficulty and confusion. But also, the solution isn't completely just not mapping the names because we want the names to map. So I'm curious how others have approached this, Greg, you said formula, yeah. So we were actually exploring this at one point. I'll tell you why we didn't go this route, but it had nothing to do with items. It had to do with an internal policy. So we were exploring this and this, this came up, you know, preferred name. So we want to make sure that when our folks

Unknown Speaker  24:54  
are ready to go from being a candidate to now becoming an employee, we pass it on to our respective team.

Unknown Speaker  25:00  
Teams, they have the preferred name. So what we do, we also record for our employees preferred name, but for our candidates, we could get that information as well. What we were thinking at one point was also pass it on to our hrs, and we use work day. But same concept, we wanted to map that over to both, you know, legal name to legal name and then preferred name to preferred name. So that way there wouldn't be any confusion for a downstream to any other systems or anyone that needs to know the legal name as well. But they would have the preferred name if they saw so, you know, instead of Greg, they would see Gregorio, and then they could see, okay, my tax people, payroll, they'll see Gregorio. They need that. But people who are everyone else would have a way of seeing Greg, and they would see the preferred name and call me Greg, for all the reasons you just mentioned,

Unknown Speaker  25:45  
where it got mucked. Kind of mucked up was we didn't want to make sure that the preferred name wasn't being used to map the legal name, because that was going to cause some downstream issues with other systems. Think IRS, think payroll, but we also wanted, you know, but we all then interesting thing came up, and this was the internal policy. It was basically, do we, do we want that to go into the hrs as a system, as the employee system of records, because that makes it almost seem like the ATS becomes, is telling the employee system record, hey, I want this is what the preferred name should be. So what they did on the on their side, just kind of internal policy now, law was they said, You know what, we'll just ask people during onboarding, or when they get into the hrs, what is your preferred name, just to clarify it, and then that way, they're the one entering it, and then it becomes a system of record again. But that was a choice. I Sims did offer the idea of a formula, and they kind of did that as a last resort. I think last week, everyone was talking about like, it does cause performance issues, and it definitely would have caused performance issues with the integration. But they were like, you know, you could have basically looked to see if, basically if, if the Preferred Name field was, was was populated. You could insert that and put that into the

Unknown Speaker  27:06  
respective field, and then still come over, still send over the legal name, but you would have that preferred name there, and you could call that out that preferred that formula field in places where you think you need it. So if you had to pass it on to those who have been doing any onboarding or hiring transactions meeting with the candidate, that information would be visible, as opposed to the legal name, and then the legal name behind the scenes is still being mapped over. It's just that you have this formula. We didn't go with that formula only because at that point we were like, Okay, we're not going to need it if we're going to be asking if I'm the hrs point of view. And if you do, if you have a low volume integration, it shouldn't cause too many issues with performance, but they'll, I mean, I suppose, always kind of say, well, have you explored everything else before using that formula in an integrate, you know, with your integration going over to

Unknown Speaker  27:52  
your hrs. But directly, they said they could do it, they could they could do it. They would build it for us, but they could do it. So ours is actually kind of the opposite pattern, like we are asking that information during onboarding, and that's where the field is getting filled in on the UKG side. But the problem is the employee, like the employee person folders are being overwritten from the data from UKG, and so that's where it comes in on like, the, you know, the job, the contact cards, the job, or a list hiring manager, recruiter, people are going to start seeing these names. You know, maybe we have somebody named Andrew who goes by Jake, and they're going to be like, who's Andrew? Or if a recruiter is listing a profile and they only know this hiring manager by, you know, a lot of people go by their middle names. Or, heck, I mean, two of the people on my names team go by different names.

Unknown Speaker  28:41  
We Yeah. We ended up creating separate fields, preferred versus legal, to kind of help that. And then we do have an integration I mean, we do this for the employee side more than to do with the candidate side, but for the employee side, where we have kind of a built in, we have a formula, but that's done at the integration level, not it's before it gets to isims, where it basically says, Okay, if you're not, if you haven't selected a preferred name, we're just going to carry over everything else. If you had a preferred name, we're going to, we're going to map that to here to this one particular field, to make that really clear to everyone that this is a preferred name.

Unknown Speaker  29:17  
But that was something that was being done outside of isims before I got to I Sims, because we, if we try to do it within I Sims, yeah, you could overwrite in each time.

Unknown Speaker  29:29  
Nina, you're a UKG shop. Do you have any thoughts on this?

Unknown Speaker  29:36  
Yeah, so I ran into the same thing that Jessica, did we get the preferred first during onboarding, and then that pushes back through the

Unknown Speaker  29:48  
isoms, UK G 3.0 integration into isoms. But I was not aware that you could write a formula. So my use case would be a.

Unknown Speaker  30:00  
If the hiring manager has a preferred first name, and we have all of our templates set up to, like, go to, you know, for interview scheduling and stuff. So if I can write a formula that says either first name, either preferred name, or preferred name is blank, use first name, then that will work, because I'll just use that one variable. I haven't tested that to see. I didn't realize you could write a formula like that, but also get a ticket this week and see if that would work. That's That's my only use case for it, though, is our templates inside of isoms.

Unknown Speaker  30:36  
I mean, does it not come up as an issue for you when you're searching to list hiring managers as like, approvers or,

Unknown Speaker  30:44  
well, our approval process is automated, so there's no searching for hiring managers. Okay, what about even them being listed on the job as a hiring manager or recruiter, and that causing confusion.

Unknown Speaker  30:59  
I haven't gotten any of those, like, we we don't have a ton of turnover, but we're growing, and so there's always new names that you may not know,

Unknown Speaker  31:10  
that has not been an issue for us yet. I'll ask my TA director if she's run into any issues with that, like, Who is this on this who is the hiring manager on this job? I don't think we I haven't seen any questions on that yet. Got it and I mean, maybe I'm overthinking it, and I'm protective of people on my team, but I just think about too for me, it's like a respect thing. If somebody wants to be called something else, I would like it that they're the name that they want is what's displayed everywhere.

Unknown Speaker  31:43  
Yeah, I couldn't figure out how to get it in the card either. Like that first name right on your whatever that's called the right? And new I Sims like it's, you know, certain things are mapped and right? So I'll, I'll ask to create a formula, because that would then work to point for the for

Unknown Speaker  32:01  
those cards as well. I'll, I'll submit a ticket and see if we can get that. I just kind of give it up on first net preferred name, because

Unknown Speaker  32:11  
items is not my primary function right now, and so I had not found a way to figure that out yet.

Unknown Speaker  32:18  
Gotcha? Thanks. Yeah, I'll be interested to see what you find out. I figured I'm like, somebody has to have figured out an approach for this,

Unknown Speaker  32:27  
for sure. Thank you so much for the question. Jessica,

Unknown Speaker  32:31  
speaking of UKG, we have had a request to do a UKG call, if you would be interested in an sai UKG space and call it would probably be bi weekly. Starting out,

Unknown Speaker  32:44  
I saw one hand there, please DM me, email me, let me know. And if we get a few people together, we will put that on the calendar and figure out what times would work for people. Alex, quick question on that, would that be for like, just I sim system admins who also have UKG. Are you looking for UK G? System admins? You know, I I'm open. I think it could be, I think it could be both. The request came in from, from somebody in the former category,

Unknown Speaker  33:15  
I believe. But whatever, whatever would be useful, I could see, I could see uses for both. I just don't know. I just want to throw it out there.

Unknown Speaker  33:27  
I see a yes from Julissa Great. All right, well, let me know. And if there's

Unknown Speaker  33:34  
somebody else on who oversees UKG you think might be a good fit,

Unknown Speaker  33:41  
you know, really, so far, Sai has been all about TA, right? That intersection of TA and the HCM is very juicy, and a lot of great conversation can happen there. It's probably going to start there, I would say, but I'm just thinking out loud. But let me know if you're interested. And we'll talk and figure something out.

Unknown Speaker  34:05  
Okay, thanks, Cheryl,

Unknown Speaker  34:08  
thanks Nina and Jen too. Okay, looks like there's interest. And Liam, okay, awesome.

Unknown Speaker  34:14  
All right, so let's go back to our questions here. No more submitted questions, so the floor is open. Who has a question for the group today?

Unknown Speaker  34:34  
No question too big or small.

Unknown Speaker  34:37  
I got one. Go ahead. You're good. No, go ahead. Peter. No, no, go ahead. Good.

Unknown Speaker  34:45  
Mine was more generic. So we're we're starting the process of going through hiring automation and based on, based on what's available to us. Now it looks like it's a lot of notification.

Unknown Speaker  35:00  
Type events that we can create and might be able to actually

Unknown Speaker  35:06  
replicate and replace some event notifications,

Unknown Speaker  35:10  
and that's kind of where we're at with it. There's some more complicated stuff that isoms has sort of told us is going to be coming in the future, like automating background check launching and things like that.

Unknown Speaker  35:23  
And we're aware that, you know, status changes that have automation built of them already, like auto launch actions are not fully supported at the moment, and we have some ways around that. You know, as far as like entrance criteria we can replicate in a search and apply that to automation and all that sort of stuff. So we're starting the process of exploring it. This is all very long winded, but I'm really just kind of curious from the group as a collective to see if there's any creative things that anyone has started to do with that

Unknown Speaker  36:01  
that might be out of the box. I understand that, like these things might not apply to us and our ideas might not apply to everyone else, but I'm really just kind of looking to, like broad the crowdsource a little bit.

Unknown Speaker  36:16  
Greg, you have your hand up. So some things were actually, I've been trying to test and sell to our leadership, but just, they're just they're just trying to get used to it, everything from notifications, not just to the candidates, but also to recruiters, so and also the idea of auto cleanup. So let's say a job meets a certain, certain criteria in terms of recruiting workflow, we've we've gone ahead and we've sent a finalist to our hrs now we'll take a look to see, is there anybody that hasn't been this position or rejected. All right, we'll go ahead and start auto rejecting, Auto Clean Up,

Unknown Speaker  36:52  
maybe even throwing it out, an auto notification, just saying this row has been filled. Just basically trying to do some cleanup of otherwise, we know that those jobs are gonna remain stale, and we don't want to get the illusion of ghosting.

Unknown Speaker  37:08  
We're also, look, we're also, I'm also looking at the, you know, and I know that the people have said we're limited with variables, and it was more coming. So what we're, if you know, looking at the offer letter, being able to notify our hiring managers, keep them in the loop, right? So offer letter has been signed by our candidate, the recruiter. You know, we use the offer module, so we it's very easy to find when someone has actually signed it. So we just basically just query for that and just say, hey, yes to the recruiter as it's been signed, but also let the hiring manager know to with, of course, just basically keeping it generic, just saying, hey, it's been signed. You might say, you know, please see your recruit, your recruiter, for more information, until that magical day where I can pull in the variables like, you know, for your job. That's blah, blah, blah, you know, posting number and stuff that eventually, but you know, job title. So it's right now. It's about keeping it generic. I do love the idea what Terry did, about being able to reduce the number of screening questions and kind of start d and q people that I think that's a that's a great use of it, and you're doing that without AI. It's a very clean, straightforward you can clearly see what's happening behind the scenes with the logs.

Unknown Speaker  38:25  
Yeah, and that's kind of where we're at as far as, like, notifications and things like that, right? We've, we've got this weird dichotomy that's happening with our TA teams, ta managers, ta leaders and everything like that, where they're like, Oh, we get too many notifications from isims, but also not enough notifications from isims for very pointed things, right? So we're we're looking at letting them know, like we have this, like pre hire questionnaire, that's an event notification currently that goes out after the offer sign, but before the background check is started that captures SSN and DOB and a couple other EEO key points.

Unknown Speaker  39:07  
So we're going to automate a notification to the recruiter and the HR user on the rec that lets them know when this is completed, so they can advance the person to background check, right? And we know that, like advancing the background check, we have prime background screens. It's not available for automation yet. It's a future enhancement and all that sort of stuff. So we're just trying to find what's going to be the best use case, and then also look outside of the box, of what we what we're currently thinking about, and what other you know, other companies are using it for, and things like that.

Unknown Speaker  39:49  
Yeah, I echo what everybody's saying. We've been doing the same thing. Yes, the notifications are helpful, but same time, their variables are minimal. Um.

Unknown Speaker  40:00  
On, you know, one of the things that we really need is the start date

Unknown Speaker  40:04  
pulled from the offer details.

Unknown Speaker  40:08  
Those things would be super helpful for us, but as we all know, it's the variables available are very limited.

Unknown Speaker  40:16  
But I think Liam talked about the finding the the actual balance of the right amount of notifications. Because, yeah, some people want more, some people want less, and then when it's too much, they end up ignoring it. So it's a hard battle to win. Another thing that we're I've been trying to pitch. I mean, I've cut it kind of, I'm looking at it because it's pretty like it works around the leans toward the strength of the existing, higher automation tool is obviously quick wins with status updates or being able to notify people, hey, this person, you know, I noticed you sent your finalists, or you've put someone to, you know, it looks like you put all your people into interview status out of all these people that have applied, nothing's happened. And so that's, that's a search template you could build. And you could send a quick, generic reminder to a recruiter, saying, hey, this position with current job title.

Unknown Speaker  41:14  
You know, we've noticed that you still have people that haven't you can't put a number. You can't put, you know, yeah, you can't put anything else, but at least you can put at least a little nudge to people say, Hey, you got to do something

Unknown Speaker  41:28  
like, meaning like, hey, it's been 10 that's been three days, and these people haven't moved from the status, right? If you can build it in a search template, if you can build then that means you can, you can work. You can pull that, you could pull those candidates, or you could, or you could, you could pull that notice. You could trigger a notice to go out with hiring automation just right now, you're right. You just kind of have to think about how to convey the information with the basic information they have right in the future. We know there's more coming. We can make it more rich, but we could say at least a nudge or reverse, and be like, you know, what I can probably do, help help, and do some cleanup with that. And be able to take some, take a little bit of a lift off, you know, your recruiters, right? So, to Greg's point there, that's, that's something we've been thinking about, too. Is like, if it's been one or two or three days, or whatever it is,

Unknown Speaker  42:21  
post an event in isims. Can we trigger a notification? Right like so?

Unknown Speaker  42:29  
An example of the background check is completed whether or not it needs to be adjudicated, or it's or it's clear, or whatever it is that would be a trigger to the HR user on the requisition to advance to the next step. And I know that there's SQL logic that you can put into the Date field where it's like date minus date colon minus three days, or two days, or whatever it is. And I'm curious if anyone has tried to use that and applied that

Unknown Speaker  43:01  
safe search to hiring automation yet, and if it works,

Unknown Speaker  43:08  
haven't done it with the sequel yet. I've been playing it with it not I haven't done i That's probably my next thing on my list to look at is like, you know, time you've been spent in a certain status I've been looking at from perspective of like they're just in this status in general and in relation to another status.

Unknown Speaker  43:27  
But yes, you could direct as long as you could do that. Yeah, you should be, theoretically be able to do it. That's why it's on my list things I want to explore. Because as long as you can, we can pull it. I know that Vivian gave us a vivid Thank you. Gave us a cheat sheet, a few sessions ago about the sequel that the sequel logic that we can use today and we could put in. And I feel like you've it's somewhere on this, on the sys admin site. That was, it was always Yeah, so I would say, would go there, take that and just plug it in. As long as you can reproduce it, you can actually generate

Unknown Speaker  44:05  
a list. And you know, on your search template it, you can do something with it. With a higher automation, it's just going to be, what's

Unknown Speaker  44:12  
the generic message to go so what's the balance? What's enough to be able to tell people to do something with the existing,

Unknown Speaker  44:20  
with existing we exist as variables. That's going to be that's, I think actually, I spend more time trying to figure out the message, and I do the actual search template, be honest.

Unknown Speaker  44:34  
And Nina and Alex, Alex just posted the link, thank you, Alex, to the SQL data for the end, and Nina just put in a simple logic as well.

Unknown Speaker  44:43  
Thanks, Nina, is that what you're talking about using, like, if you can use that in your search, then you can use that in the hiring automation. So basically, if you can, because the higher automation is going to ask, well, it needs something to trigger, right? That could be a status, that could be, that could be basically a.

Unknown Speaker  45:00  
Um, you know, so if

Unknown Speaker  45:03  
someone, let's say, or a search, right exactly, if this, if you could put this into a search, you build your search template, and then, let's say someone, for example, sends someone over to UKG, they found their finalist. Now you may be like, You know what? I they're trying to do this. Now I'm going to go up and do some cleanup. You know, is there anybody that hasn't been who just applied in the last few days and the job was open? We need to clean that up. So when you go ahead and you run your hire automation, if it can pull information, then it's going to be available for you to do something with it, even if the answer is not to provide a list to people. It's simply to say, I'm going to trigger an automation to the recruiter in question. Because I could do is, I could say, well, a bunch of people are minus 14 days. Here's the recruiter. I'm going to get a list of the I'm going to get the recruiter's name and email. Well, I can, I know, at least in the higher automation today, I can pull then the recruiter's name and email, because that's that's an available variable, and then I can send out a notification. I just can't give detailed information yet in higher automation email, but I can send a notification to do something or alert them or something. Okay, awesome.

Unknown Speaker  46:22  
All right, there was another question earlier.

Unknown Speaker  46:28  
I can't remember who that was.

Unknown Speaker  46:37  
From two folks at the same time. Who

Unknown Speaker  46:40  
is the other person I

Unknown Speaker  46:42  
don't remember? Well, who else has a question today. We've got another 10 or so minutes.

Unknown Speaker  46:55  
I have one question. It's a dovishly tricky question. So I'm going to throw this question out,

Unknown Speaker  47:02  
and I'm having trying to have AI to help me walk through my options. So I got the infamous

Unknown Speaker  47:09  
question about job load, or average job load over a period of time. Now we don't have, we don't export our data into a warehouse,

Unknown Speaker  47:21  
and so I have a recruiter simply asking, Hey, I want to report from the past five years of my average wreck or job load.

Unknown Speaker  47:29  
And the thing is, as we all know, I Sims is not a point in time reporting tool, and if you don't have any, you don't export your data to a warehouse.

Unknown Speaker  47:37  
What?

Unknown Speaker  47:40  
What are you doing when you get questions like this, are you having to reconstruct as best as you can the number of jobs people had? Are you looking somewhere else? Are you just, kind of,

Unknown Speaker  47:53  
are you just, are you looking at, you know, date something was posted, and just kind of make a educated guess, what's been your if you're not using a data warehouse where you can kind of look at over time, what are you doing today? When you get a report a question like, Hey, can I get a list of for the past five years? What's been my average number of jobs?

Unknown Speaker  48:13  
So we will.

Unknown Speaker  48:16  
We don't really get that question very often, but it's a question we ask ourselves,

Unknown Speaker  48:22  
and that are kind of like CHRO level leadership will ask about.

Unknown Speaker  48:29  
I'll typically choose a date field and then look at I'll just, I'll set the group by to, like, month or week or quarter or whatever, whatever it is they're asking about, export and then average in Excel.

Unknown Speaker  48:47  
It's not a true

Unknown Speaker  48:51  
value, right? But it gives, it gives, kind of like a rough estimate, sort of what you're talking about.

Unknown Speaker  48:57  
I think because I Sims is not a point in time

Unknown Speaker  49:03  
database. In that sense, you can circumvent that by setting an like a scheduled report export to yourself with account of whatever value you want to choose,

Unknown Speaker  49:21  
whether that's daily, weekly or whatever, right? And then you could, you know, table that and and average to that.

Unknown Speaker  49:31  
But it's not a perfect solution. Either way.

Unknown Speaker  49:34  
That's it. Thank you, Jessica, did you have something related to that? Um, yeah, so it's basically what Liam just suggested at the end there. So what I do is we export an open jobs report, and then I put in there the recruiter, the number of openings and a lot of other information, and then we do it on a weekly basis, and then I combine all that information into basically one giant Excel report that I'm just adding.

Unknown Speaker  50:00  
And copying and pasting those lines, but I do a quarterly recruiting dashboard for leadership in Excel, and we I have a chart in there that shows things like open positions over time, and it goes by that number of openings remaining kind of week over week. And we could do the same thing with recruiters. So if I wanted to see that now, obviously that doesn't help if you haven't already been doing that, because you can't that, because you can't go back and use it for the historical data. But I've been doing it probably for the last like four or five years, and it's really nice to be able to go back and have that and then you can play around and like Power BI and do some nerdy stuff with it. It is a lot of lines of data, though.

Unknown Speaker  50:38  
It's better to have and not need it than not have it, then need it. So that's a, it's a sage device, and said a Winston Churchill quote or something, I don't know,

Unknown Speaker  50:48  
very smart individual, and I'll, you know. So yeah, for now, I'm gonna just kind of do like, you know, best I can. But going forward, yeah, weekly or monthly, I'll have to make a decision and just say, you know, it's put that into a database and just maintain it, and then that we won't have to pull it or have to a quality report. I have that data, and it's gonna be a lot more accurate than when I'll probably end up producing the next week or two. So thank you. Appreciate that. Thanks. Craig Nina, you had a question,

Unknown Speaker  51:16  
sure, so I'm just curious. Technical solution for off boarding, we use ukgu. We haven't found we've been able to use that for the off boarding notifications that several states are requiring now. And so I have some simple campaigns set up with isoms Connect. And now that I'm getting more requests, just curious what technical solutions others are using for these legal off boarding notifications.

Unknown Speaker  51:48  
So I'll ask a question here. When you're talking about off boarding, you talking about like marking an employee in I Sims as like a former employee, or something like that. Well. So our UKG passes that information into isoms, and for example, in California, they have to get a notice that says, here's the date we parted ways, here's the reason we parted ways, here's your last four of your Social Security. Like there are legally required notifications that have to go to different states. Some have attachments, and some don't, and so I've been using isoms to send those, but that doesn't seem like a real solution. That just seems like something I've jimmied up. But I don't know of other technical solutions to do off boarding communication.

Unknown Speaker  52:36  
I have done that in UKG specifically. So if you're using bi, the BI tool in UKG, you can go and configure like emails to trigger out of there. So when people's term date has hit, you can trigger an email to go to them with that content. But I haven't done it through through items. Okay? Do anybody else have thoughts? Yeah, we also don't do that through isims.

Unknown Speaker  53:10  
That's, I mean, we're a fairly large company,

Unknown Speaker  53:15  
so that would be division of responsibilities and would fall more on legal and or hrs,

Unknown Speaker  53:22  
as opposed to the talent acquisition system side.

Unknown Speaker  53:33  
Any other thoughts on that one?

Unknown Speaker  53:38  
Okay, we have time for a quickie. Five minutes left. Anybody else have a quick question?

Unknown Speaker  53:51  
Going once,

Unknown Speaker  53:54  
going twice? All right. Thank

Unknown Speaker  53:57  
you everybody. Next week, we're going to spend a little time talking about the workday lawsuit and what's new over there. Spoiler alert, your candidates now have the legal protections of your employees when it comes to the impact of AI that's fun.

Unknown Speaker  54:13  
Have a restful and restorative weekend. We'll see you here next week. Same time, same place. 1:30pm Eastern. Bye, everybody. You.