Customer Stories

The Art of the Possible: How BMC Leveraged Avature Automation to Transform TA

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Summary

So you just acquired a new solution. It’s fast, it’s smart, it’s flexible, it’s easy to use; and yet your results are not what you expected, you’re only seeing marginal improvements.

For Jen Corio, Senior Global Recruitment Operations & Delivery Manager at BMC Software, clearing her mind and starting from a blank slate was key to avoiding this common pitfall.

“When adopting technology of any kind, there’s a temptation to just copy and paste your existing processes into your new system. That’s a good starting point, it will keep your business running day-to-day, but it won’t take your talent acquisition to the next level.”

BMC’s incredible story is a lesson on how to avoid stagnation and in getting the most out of every situation. True to their motto “run and reinvent”, BMC opted to use the hiring pause provoked by COVID-19 to reflect on their strategy and reinvent their processes.

About BMC

From core to cloud to edge, BMC delivers the software and services that enable over 10,000 global customers, including 84 percent of the Forbes Global 100, to thrive in their ongoing evolution to becoming an autonomous digital enterprise.

Founded to help companies optimize their investment in mainframe technology, BMC now manages infrastructure, networks and services in distributed environments across the data center and into multi-cloud through organic growth, strategic acquisitions and relentless R&D.

Run and Reinvent

The first step was figuring out what is important for them, what their goals and priorities are, and how they changed during the last few months. They quickly zeroed in on what they wanted to achieve: agility, intelligence, intuition, finesse and speed.

The second step was understanding what new solutions would enable them to do. A new cutting-edge solution should expand your notion of what is possible.

The third step was identifying the solution that enhanced their ability to reach their hiring goals the most. In Jen’s own words, “we needed a platform that empowered the whole recruitment process, not just give it a facelift, we needed our A-game.”

Avature was their platform of choice and the next step was leveraging the power of our ATS, CRM and Onboarding Solutions to achieve what they call their four-A vision: attract, assess, acquire and analyze. Automation is at the core of everything they put their sights on.

“With Avature, when you look at all the features available within one platform, you start to understand the art of the possible.”

Jen Corio

Senior Global Recruitment Operations & Delivery Manager at BMC

Building an Autonomous Digital Enterprise

Take compliance. BMC is a global enterprise and as such it has to ensure it complies with the laws and regulations of multiple countries. Moreover, federal contracts are often subject to very strict requirements.

Before adopting Avature, recruiters had to select the approval chain themselves, which introduced a lot of uncertainty and risk. A simple misclick could lead to a lot of headaches, something their audit teams were very unhappy with.

With Avature the chains of approval were fully automated, eliminating the possibility of mishaps in the process altogether. Depending on the role, the country and the regiments of the job, the system automatically picks the right chain of approval. Forms are also now auto-populated, and notifications automated. What used to be the low-point of a recruiter’s, hiring manager’s or executive’s day, is now a painless process.

In India, they had to deal with many local, admin-heavy tasks that involved a lot of back and forth of emails, excel sheets to collect interview feedback and manually uploading candidate documents for background checking.

Thanks to Avature’s signature flexibility, BMC was able to create workflows that change based on the location of the job. When an offer is made to a candidate, the system automatically triggers emails notifying recruiters, and the status of the candidate is shown on their dashboards. Simultaneously, candidates in India receive an email congratulating them and providing them with a link where they are informed and asked for their consent regarding background checks and personal information based on the law of land and where they can also upload the necessary documentation to move forward.

Instead of endless emails, now hiring managers and recruiters share a common platform that centralizes all information, with an interface tailored for their respective use cases. Hiring managers can see candidates’ resumes, review candidates and leave feedback with just a few clicks or taps. Recruiters can see the status of candidates, requisitions, offers and KPIs.

At the same time, previously time-consuming tasks like performing a background check are fully automated by Avature. Only the information that is needed by background check providers is shared for the time that is needed, and their result automatically triggers actions within the system. No more scavenger hunts for the right email and updating steps manually.

Automation as The Engine of a Top-Notch Stakeholder Experience

Altogether, BMC reduced the time recruiting stakeholders spend manually completing operational and repetitive tasks by 14 hours a week. This enabled BMC’s teams to be more productive and to dramatically improve the experience they can deliver to both candidates and managers.

Candidates didn’t just benefit from the increased availability of recruiters, they also directly benefited from Avature’s automation. Sourcing, matching and pre-screening have also been fully automated, this combined with workflows that notify candidates of any changes in their application status, ensures that their experience is seamless and that communication is fast and reliable without consuming valuable time from recruiters.

The system automatically finds candidates, suggests or matches them to an open position using our AI capabilities, invites them to apply and to answer a pre-screening questionnaire. They can also self-schedule their own interviews, Avature takes care of ensuring that everyone’s calendars are in-sync.

International Onboarding Made Simpler

Onboarding is a critical step that is often overlooked by many organizations. Yet many employees decide whether they will stay or leave during their first few months at a company. Onboarding also raises plenty of administrative challenges, as legal requirements around the world vary from country to country.

By taking advantage of Avature’s onboarding and automation capabilities, BMC was able to create processes that automatically adapt to the region. For example, new hires in India have to provide and sign additional documentation, Avature handles all of this in the background, as an extra step is triggered only if the position is in India and it doesn’t affect the onboarding of employees in other regions of the world.

New hires in India then receive an email with information specifying what they need to provide, and access to an easy to use portal where they can provide said documentation, and read and sign releases. This not only solves the issue of disparate country requirements, but also results in a terrific onboarding experience.

Making Sure Your Metrics Reflect Their Experience

With all the process automated and centralized, BMC is also able to present metrics and KPIs in real time, all integrated into the same platform recruiters use for day-to-day activities. Helping them keep track of their priorities and align their activities with the goals of the company as a whole.

But Jen wanted to make sure the numbers matched the human experience of candidates, hiring managers and recruiters, “how do we measure if our candidates and hiring managers agree with our assessment?”

Once again, automation was the answer. BMC designed their workflows to include forms and custom reports that fully automate their candidate, hiring manager and onboarding surveys. Ensuring that they can compare, improve and strategize knowing what their process actually feels like for everyone involved.

All these elements combined allow BMC to keep track of their performance over time, find pain points and evaluate their process. Jen is confident that “with everything in one platform you have a strategic advantage, you can analyze at the click of a button, cut data smartly and have Avature do the leg work.”

In other words, despite the fact that 2020 was their biggest year in terms of automation, Jen is already thinking of ways to outdo themselves in 2021.

“Once you’ve automated or optimized a process, evaluate its impact. Technology advances everyday, you want your system to learn from the way your team work and easily flex to your business drivers.”

Jen Corio

Senior Global Recruitment Operations & Delivery Manager at BMC Software

Summary

What we can all learn from BMC’s amazing story of rapid innovation can be summarized very succinctly:

  • Step 1 – Pause and reflect: Most of us experienced a lockdown at some point and the pandemic has been going on for so long we have developed a skill akin to meditation. Now let’s do that with our HR technology.
  • Step 2 – Start from a clean slate: BMC went back to the drawing board and was not afraid of redesigning their processes to achieve their goal of transforming HR into an autonomous digital enterprise with a four-A vision: attract, assess, analyze and acquire.
  • Step 3 – Align your core organization values with your vision: BMC focused on incorporating agility, intelligence, intuition, finesse and speed, their defining characteristics, to realize their four-A vision.
  • Step 4 – Lead with automation: BMC leveraged Avature automation to streamline their entire recruiting process, from sourcing to onboarding. This ultimately enabled agility, intelligence, intuition, finesse and speed, and they therefore advanced towards their four-A vision.

We believe that the probability of succeeding is directly proportional to a company’s commitment to experimentation. And yet, true innovation is only possible when you choose the right partners, vendors that provide solutions that can keep the business running while your talent lab is running. Despite the incredible challenges brought by the pandemic, we continue to be impressed and inspired by HR teams all over the world, and especially by our clients’ ability to adapt so quickly to such a monumental event. We’re proud of being enablers of innovation.

 

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