Empowering Recruitment: How A Leading Staffing Agency Optimized Operations with Dynamics 365 CE

Business handshake Staffing

A premier staffing agency with a decade of expertise, primarily in the healthcare sector and operational across all 50 states, embarked on a journey to significantly enhance its technological capabilities. In partnership with Microsoft Partner Stoneridge Software, the staffing firm developed an advanced External Applicant Tracking System (ATS) using Dynamics 365 Customer Engagement (CE) to optimize their recruitment process and improve operational efficiency. This initiative was aimed at addressing the challenges of managing large-scale staffing operations and streamlining the recruitment lifecycle. 

Business Challenge: Navigating Operational Hurdles 

Boasting a robust workforce of 800 internal employees and 6,000 W2 staffed talent, our client encountered several challenges in their staffing operations, particularly in healthcare, which constitutes 95% of their revenue. Challenges included: 

  • Inefficient Recruitment Processes: The existing systems, including Bullhorn CRM, were not meeting the real-time demands of their extensive staffing needs.
  • Manual Job Posting and Tracking: The manual entry system for job postings and applicant tracking was time-consuming and prone to errors.
  • Data Management Issues: Outdated Excel rosters and disjointed systems led to inaccuracies in data management and reporting.

Solution: Crafting an Innovative Applicant Tracking System with Dynamics 365 Custer Engagement

In the face of growing challenges within its expansive staffing operations, the organization recognized the need for a transformative approach to its recruitment processes. This realization led to a strategic collaboration with Stoneridge, a leader in Microsoft technology consulting and solutions. Together, they embarked on a mission to revolutionize their recruitment system, with a clear vision of enhancing efficiency, accuracy, and operational agility.

The joint vision was not merely about implementing a new system but redefining the recruitment landscape. The goal was to create a solution that was not only responsive to the immediate needs of their vast staffing operations but also scalable and adaptable to future demands.

  • Centralized System: Dynamics 365 CE served as the centralized platform for job postings, candidate sourcing, and placements, enhancing job creation efficiency and reducing time-to-market.
  • Seamless Integration: The ATS integrated with Bullhorn and Dynamics 365 CE for data synchronization, eliminating outdated processes and ensuring data accuracy. Integrations with Cloud Call and Sense enhanced communication with talent, enabling activity tracking within D365 CE.
  • Comprehensive Recruitment Management: The ATS included features like a Pro Forma calculator for pay package efficiency, an integrated approval system for managing profit margins, streamlined compliance processes, and electronic signatures via DocuSign for secure document signing.
  • Automated Engagement Tools: Tools like Tear Sheet automation improved candidate outreach, and integration with Workday ensured effective data management across HR platforms.

The introduction of the External Applicant Tracking System (ATS) marked a significant advancement in their recruitment process. Central to this transformation was Dynamics 365 CE, serving as a centralized system for managing job postings, candidate sourcing, and placements, which streamlined the job creation process by eliminating manual entries and reducing time-to-market for job listings. Integration played a crucial role in the system’s effectiveness. This integrated system provided our client’s leadership with real-time insights into job fill rates and overall recruitment efficiency.

Technologies Used

The technological backbone of the External ATS included:

  • Dynamics 365 Customer Engagement for centralized job and candidate management
  • Custom Pages and PCF Controls for enhanced user interface and functionality
  • Integration with DocuSign for electronic signatures
  • Azure services (Service Bus, Queues, Functions) for cloud-based operations
  • SSIS Packages and Azure Data Lake for data management and integration
  • Power Automate for workflow automation and custom connectors

Results: Setting a New Benchmark in Staffing Solutions

The External Applicant Tracking System (ATS) implemented yielded significant results by revolutionizing their recruitment process. Dynamics 365 CE, serving as the central system, streamlined job posting, candidate sourcing, and placements while eliminating manual processes and accelerating market readiness of job listings. This system enhanced leadership visibility with real-time insights into job fill rates and recruitment efficiency.

Streamlined Operations: The centralized system of Dynamics 365 CE streamlined job postings, candidate sourcing, and placements, eliminating manual processes and accelerating market readiness.

Enhanced Data Accuracy: Integrations with key platforms ensured seamless data flow and accuracy, retiring obsolete processes.

Improved Candidate Engagement: Enhanced communication channels and automated outreach tools significantly improved engagement with talent.

Operational Efficiency: Comprehensive management of the recruitment lifecycle, from interest to placement, alongside efficient pay package analysis and streamlined compliance processes, boosted operational efficiency.

The partnership between Stoneridge and this staffing and recruitment firm culminated in the successful deployment of the External Applicant Tracking System (ATS), marking a significant milestone in the technological evolution of this client. This collaboration brought forth a solution that went beyond the traditional boundaries of recruitment processes, embedding efficiency, precision, and innovation at the core of their operations. The ATS, powered by Dynamics 365 CE and enhanced through strategic integrations and custom technologies, has not only streamlined their job posting and candidate management but has also fostered a culture of data-driven decision-making and operational excellence.

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