Heavy Duty Trucking

OCT 2014

The Fleet Business Authority

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74 HDT • OCTOBER 2014 www.truckinginfo.com recruiting product automates collecting application data through the web and includes a digitized signature feature. One Tenstreet user, Cargo Transporters of Claremonth, N.C., finds the biggest benefit of the applicant tracking system is the convenience of digital signature, says Shelly Dellinger Mundy, director of recruiting and retention. "Without ever faxing, emailing, scanning or mailing these applicants, we can begin to process their applica- tions," she says, noting that the system has dramatically decreased the amount of time it takes to hire an applicant. Mundy says the system also makes it easier to monitor which recruitment channels are performing. "What I personally like is all our leads, applications, inquiries are processed through Tenstreet. As the director, I can see what sites are producing, in a very easy-to-read format. And, disseminating the ap- plications to my staff is a much fairer process. Before, we had recruiters assigned to certain Internet sites, job boards, etc., to receive the applications generated, which was fine until your Internet site, job board, magazine wasn't performing." Arkansas-based flatbed carrier Mav- erick Transportation uses the SHIPS recruitment workflow tool from EBE Technologies. The software helps automate and streamline the recruiting process based on carrier specifications while meeting regulatory requirements. "Using workflow from end to end al- lows us not only to save time and increase accuracy, it also helps us in an electronic way, to validate the qualifications of the driver both internally and with third parties," said Wayne Brown, vice president of information technology at Maverick. This ensures that when a driver shows up for work, "there are no surprises," Brown says. "We validate that all the ducks are in a row before they ever show up on campus. And we are able to do this programmatically utilizing work flow and business intelligence tools." From the driver's perspective, once he has arrived there is very little data to enter to begin the pre-hire and hiring processes. "We simply allow them to validate the accuracy of what they entered on their application." Maverick has developed an electronic pre-employment driver qualification tool and a post-hire training and edu- cational program that includes videos, academic testing, digital signatures and tracking of hands-on training. The data "flows seamlessly from the application process through our HR system and into our driver training pro- grams. Very little additional 'master' data is required to be captured about the applicant when they arrive. The data is validated after they begin our program and flows through to employment and driver records when they are hired." Automation: A better way to recruit drivers ILLUSTRATION © ISTOCKPHOTO.COM The driver only has to enter his data one time and it is used throughout the company's systems, including benefits enrollment, with no unnecessary data entry from paper documents. Many trucking management systems include modules for managing the recruitment/hiring process. McLeod Software, for instance, includes a module within its TMS called HirePower that automates a number of steps in the hiring process, including recruiting, screening and interviewing. The application allows remote data entry so drivers can apply for driving jobs electronically. The data is then immediately available for the recruiting staff. The system also consolidates an applicant's qualifying documents within one recruiting file. It enables scanning of forms that require a driver's signature and stores those documents with other docu- ments. TMW Systems offers a driver recruiting component to its Synergize document management and imaging system. Called Synergize Driver Re- cruitment, it allows prospective drivers to fill out an online application form. That is then is stored with all other required documents, licenses, employ- ment history, motor vehicle records, etc. in a secure data warehouse where the data is available for a company's HR and recruitment staff to review. Jay Duquette, sales engineer for imaging and workflow at TMW, says the compo- nent features a menu-driven administra- tive tool that allows fleets to configure or customize the application form to meet their specific needs. The system can validate application information and do background checks via integration with third parties that provide such services. "It's really designed so the HR folks spend time on the most qualified applicants," he says. "It moves an applicant from 'applied' to 'approved' in a more timely fashion." With the data stored electronically in one place, all driver qualification information is readily available if a fleet is audited. Duquette says there are two primary reasons carri- ers look at automating their recruiting process. One is reducing their recruiting costs – they want to find the best applicants and bring them on board with the least amount of administrative work. Companies can see a 30-40% im- provement in processing time with an automated system, he says. The other reason is compliance and risk. "There are too many nightmare scenarios where companies have been hit with fines" when they were unable to verify or produce driver qualification files.

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