ERP Candidate Page
How can an ERP Applicant Tracking System helps increase a recruiter’s productivity and enhance candidate’s experience?
Role
I was the main person in charge of this project while working as an Associate UX Designer at Mantu Group, under the supervision of the Principle UX Designer.
Date
May 2021
Overview
Candidate page is a part of Mantu’s exclusive ERP applicant tracking system. Collaborated directly with Product Manager and Tech Lead, I researched and redesigned the Candidate Page to ease the work of the company’s recruitment team, and to help deliver better recruitment experience to the candidates.
Note: This is a ongoing project.
Team
Principle UX Designer: Waleed Joholee
Product Manager: Grégory Michelotti
Tech Lead: Hervé Matysiak
Tools
Adobe XD
Miro
Whimsical
Scope
Survey
Card Sorting
User Interview
User Journey Mapping
Problem Framing
The context
As a global group, Mantu has developed its own exclusive internal ERP system, including internal applications for Recruitment process. Candidate page is a part of Mantu’s ERP applicant tracking system.
Each applicant that apply for a job in Mantu will have his/her own candidate page. The page is the place where recruiters:
- come to edit or get information of the candidate
- treat the candidate during the recruitment process
The challenge
Having been developed since 2015, the candidate page is outdated and unorganized. Our team received a lot of feedbacks on mistakes have been done on this page, resulting in negative impact on the company’s business. Also, it has been a big challenge for new recruiters to get used to the system.
Therefore, we defined the main challenge of this project is to
reframe problems and redesign the candidate page for it to be intuitive and user-friendly, so that the recruiters will be able to focus on recruiting and delivering the best experience to our candidates.
Research methods
Method #1
📊 System Usability Scale (SUS)
The System Usability Scale (SUS) consists of 10 questions, and the respondents will have to give answer from Strongly agree to Strongly disagree. The SUS is a tool to quickly measure the usability of a product or service.
Source: Bangor, & Aaron, & Kortum, Phil & T., Philip & Miller, & T., James. (2008). The System Usability Scale (SUS): an Empirical evaluation. International Journal of Human-Computer Interaction. 24. 574-. 10.1080/10447310802205776.
WHY?
I want a way to know the overall satisfaction on the candidate page – whether the employees think it is easy to use or not. Besides, it is necessary to have a quantitative way to evaluate the page after redesigning.
HOW?
I sent this survey of 10 questions to about 130 recruiters in the company. Along with the SUS, I used the chance to ask for feedbacks/suggestions on the candidate page from the employees (if any).
RESULT
Base on SUS’s interpreting scores method, the SUS score of candidate page is 66.1875, which is below average (according to usability.gov). This indicates that the candidate page needs a revamp in terms of user experience.
Recruiters with less than 1 year and more than 5 years of seniority in Mantu find the system harder to use than recruiters with 1-5 years of seniority.
Managers (of the applicant position) find the system harder to use than the Talent Acquisition (recruiters)
Method #2
🗂 Card Sorting
WHY?
There are a lot of information on candidate page scattered everywhere in an un-organized way. The goal is to reorganize the page’s information architecture.
HOW?
Since Mantu is a global group, we have employees located everywhere in the world. I sent an hybrid online Card Sorting exercise to the users using an online tool called kardSort.
Method #3
💁♀️ Persona & User Journey Mapping
WHY?
There are a lot of information on candidate page scattered everywhere in an un-organized way. The goal is to reorganize the page’s information architecture.
HOW?
Since Mantu is a global group, we have employees located everywhere in the world. I sent an hybrid online Card Sorting exercise to the users using an online tool called kardSort.
Ideation
Based on the insights collected from User Research and used the following problem framing concept, I was able to frame 3 main problems/goals of the candidate page.
01
As a recruiter (user), I want to push forward the process (problem) of a candidate so that the candidate do not have to wait for too long and the need can be closed (motivation).
02
As a recruiter (user), I want to find a suitable candidate (problem) so that I can process a need to fulfill my KPIs (motivation).
03
As a manager (user), I want to see if the candidate match my need or not (problem) so that I can decide what next step should be made on the candidate (motivation).
Wireframes
From the ideation and data from Card Sorting, I was able to re-organize the information architecture and arrive at the wireframe for the redesign:
Usability Testing
I performed 2 rounds of Usability Testing from the wireframe, each round with 5 users and modified the wireframe after each round. Because the time and resources were limited, we could not take in consideration every piece of feedback at the moment.
So to help prioritized the issues, we used Priority Matrix to help rank the issues by the amount of effort it costs (x-axis) and the impact that it brings (y-axis).
What next?
After all the research and testing, here are the changes that has been made to the design:
Improvement #1
Categorize information in the system of tabs: users can navigate to their desired information at first glance
Improvement #2
Group action buttons into groups, place them in one place at the top from most used to least used. These button groups will be on fixed navigation bar and will be accessible everytime everywhere on the candidate page
Improvement #3
Have an overview tab: where users can find at first glance the highlights of the candidate. I placed the most used information in tab (base on research), and users can customize the content displayed here base on their needs
Retrospective
Being in the middle of the project, there were times that I felt stuck and realized that I’m going towards the same way as the old design of candidate page. At that point, I decided to stop going into detail of the wireframe and zoom out to see the overall picture. I broke out from design tools to re-examine the problems from the beginning, talk to my colleagues, test the design with users. I learnt that sometimes the process is not linear but instead it is to pause, take a break, zoom out and start it all over again with a different approach.