ECOS Lessons Learned
Applicant Login
Single-User (business) Login
SSN –“Smart Number”– EZID
Record assignation flexibility
Now time processing
Training – Implementation
Vendor vs In-house talent
System Integrity-Data Security
Accountability vs Flexibility
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ECOS: Transforming your HR Experience
ECOS Intentions
Make it the best system
Automate where possible
Do the Right Thing
Work smarter, not harder
Eliminate double work
Get out of the way and let people work
Ensure accountability is upheld
Provide the necessary flexibility
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ECOS: Transforming your HR Experience
Eliminated Wastes
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ECOS: Transforming your HR Experience
• Defects – System Catches conflicting entries
• Overproduction – Eliminate double work
• Waiting – Automate processes
• Non-Utilized Talent – Focus on importance
• Transportation – Access material anywhere
• Inventory – Organizes activities and tasks
• Motion – Automation removes useless moves
• Extra Processing – Focus on the necessary
ECOS Phase 2 (P2)
Now-Time Certs Processing
Record Maintenance Flexibility
Single User-Login
Streamlined Clunky Manual Processes
Integrate LEAP list
Automate Appropriate Certs
Cert Hire Write-in
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ECOS: Transforming your HR Experience
ECOS Phase 3A (P3A) Applicant Login
Submit Job Applications Online
Update Information
Electronic Correspondence
Manage/Track Records
State HR Shops
Job Control (JC) Synched (Electronic RPA)
Standardized Job Postings
Electronic Employment Contact Letters
Automated Cert Coding
Identify unreconciled Errors/Approvals
Controlled Hiring Unit Access
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ECOS: Transforming your HR Experience
ECOS Phase 3B (P3B)
Applicant Login
Submit Exam Applications Online
Electronic Exam Correspondence
State HR Shops
Streamline Processes - Exam Control
Standardized Exam Bulletins (auto populated)
Share Exam Processing Responsibilities
Test Scheduling:
o Applicant selection
o Auto Schedule
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ECOS: Transforming your HR Experience
Translate ECOS Changes- WIIFM
• What Changes Will ECOS Create?
• What does it do for me?
• What’s In It For Me?
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ECOS: Transforming your HR Experience
Transforming HR
Single Web-Based System
Automation
Data Security
Reporting Capabilities
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ECOS: Transforming your HR Experience
Transforming HR
HR Shops lead as Super Stars
Eliminates Wastes
Standardized Information
Promotes Better Selection Services
Promotes Effective Recruitment
Hiring Manager involvement
Better Serve Employees / Potential Employees
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ECOS: Transforming your HR Experience
ECOS Implementation History
All Phases of Implementation: Grapevine Communication Overview Presentations UAT – familiarization How To Guides Workshop sessions
P2 – Replaced understood Functionality Kick-off Training (large group) Abbreviated training (Admin & Cert)
P3A – Added automated functionality
Kick-off Training (small group – hands on) P3A Lab – individual training & assistance Full Training Classes (Admin, Cert, & Job)
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ECOS: Transforming your HR Experience
ECOS P3B Implementation
Replace & Add Automated Functionality
Overview Presentations
UAT – familiarization
Phased Transition Approach
Groups of Departments (10-20 per group)
Final Phase – Complete Project Transition
Each Implementation will be independent of others
Full Training Classes
Security & Access Monitoring
Individualized Department guidance
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ECOS: Transforming your HR Experience
ECOS P3B Implementation
Department Roles & Responsibilities
Implementation Project roles
Responsible for Reports and Actions
CalHR Roles & Responsibilities
Implementation Project Roles
Individualized guidance
Implementation Scheduling
Scheduling of Training
Department Accountability
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ECOS: Transforming your HR Experience
P3B Implementation Groups
1) Alpha Class – Kick-Off June
2) Bravo Class – Kick-Off July
3) Charlie Class – Kick-Off July/Aug
4) Delta Class – Kick-Off Aug/Sep
5) Echo Class – Kick-Off Sep
6) Foxtrot Class – Kick-Off Sep/Oct
7) Golf Class – Kick-Off Oct/Nov
8) Hotel Class – Kick-Off Nov/Dec
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ECOS: Transforming your HR Experience
Be Prepared for P3B
Stay Informed – Grapevine!
Use Current ECOS Tools (Tool Checklist)
Update Department Data
ECOS Surveys
Submit Required Docs upon Request
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ECOS: Transforming your HR Experience
ECOS Tools Check
Entering JC’s timely – addressing triggers
Publishing Job Posting timely
Ordering Cert(s) timely
Creating Employment Contacts timely
Accepting Electronic Applications
Entering Hard Copy Application Info
Releasing Job Applications to Hiring Unit
Utilize Hiring Approval Process in ECOS
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ECOS: Transforming your HR Experience