SituationOver 23,000 full-time employees work for the Johanniter-Unfall-Hilfe in local and regional associations throughout Germany to provide rescue and medical services, nursing, childcare, and first-aid training. Key target audiences for recruiting purposes include professionals and potential trainees in the fields of emergency medical services, nursing, education, first aid course trainers, and administrative employees.
Until 2017, they received around 7,000 applications annually via e-mail or regular mail, sometimes to their offices. There was no uniform process for handling these applications throughout the decentrally organised state and regional associations. Data was not structured, and required a lot of manual work to record and distribute.
TaskOur goal was to introduce a software solution allowing applicants to fill out their applications online. All correspondence related to the application process needed to be sent and delivered via the applicant management system. Employees still needed to be able to submit applications via e-mail or regular mail, which needed to be manually recorded in the applicant management software for further processing.
The decentralised structure of the organisation is a unique challenge, and consists of 9 state and a little more than 80 regional associations, each of which handle their own recruiting.
- concept & advising
We used conceptual workshops and detailed technical concepts to implement our ideas about digitising the recruiting process step by step – in consideration of applicable canon law. We also carefully streamlined the processes involved.
- Job advertisements and candidate experience
We optimised the association’s public image: now, the language used to address applicants, application deadlines, and advertisement structures all use the same tone.
- Payroll interface
When employees are hired, their data is transferred directly from applicant management to the P&I Loga payroll program via an interface.
- Digital personnel file interface
In order to simplify the back office, milch & zucker implemented a “Docuware” interface, an archiving system for personnel files. Now, when an employee is hired recruiters can move their application documents to the system with just a click.
- Training video and tutorial
This project also involved producing comprehensive training materials in the form of individually designed tutorials, handbooks and training videos. This allows the associations to independently develop the positions and get them ready for the recruiting software with little in-person training required.
ResultsAs of 2019, all Johanniter-Unfall-Hilfe associations have been using a digital process for posting job advertisements and for applicant management with the BeeSite Recruiting Edition. Different tasks and responsibilities are divided among the roles of recruiter, HR manager, departments/managers, employees and disability representative. The solution fulfils all data protection law requirements.
This long-term partnership is evidence of milch & zucker’s consulting expertise, and of the positive impact it had on project results during every update. This included regular knowledge transfer to customers through training recruiters, key HR area users, and specialist administrators.
“With the introduction of the BeeSite Recruiting Edition, we have taken a major step in recruiting both externally and internally. From the user’s perspective, the application process is simple across all of the associations. From an internal perspective, we have been able to introduce nationwide, binding processing procedures that ensure all applications are processed quickly. We would like to thank the Milch and Zucker team very much for their professional collaboration and their support during our operational launch.
Alexandra Reimann, HR Manager of the Johanniter-Unfall-Hilfe e.V. headquarters
More on the product: BeeSite Recruiting Edition…
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