Job Application Tracking System
Vaughan Public Libraries
Innovation Synopsis
The Job Application Tracking System is a centralized, digital platform designed to streamline recruitment processes for Vaughan Public Libraries. This innovation transitions the organization from a fragmented and paper-heavy process involving multiple email chains to a single, intuitive source of truth. By automating application tracking, notifications, and evaluation workflows, the system reduces administrative overhead, improves the candidate and employee experience. It empowers internal applicants by providing a transparent application portal alongside the standard external application module, ensuring the library can strategically grow its talent from within while simultaneously increasing the efficiency and compliance of external recruitment.
Challenge/Opportunity
VPL faces challenges in managing job applications across multiple positions, often relying on manual processes like email and paper submissions, and hiring-related forms printing and signing. Internal staff may have limited visibility into opportunities as the job postings are listed on the intranet, and external candidates experience delays due to the long process. We saw an opportunity to develop a unified, user-friendly system for all job postings that integrates both internal and external recruitment, ensures compliance with HR policies, supports timely, fair hiring decisions, and reduces administrative burden and improves tracking and reporting.
Key Elements of Innovation
• Unified Platform: Single portal for managing internal and external applications.
• Internal Posting Accessibility: features a dedicated, secure dashboard for existing staff and allows them to view all internal open positions immediately upon posting without needing an internal network.
• Automation: Automated application submission, acknowledgment emails, seamless routing of applications to relevant managers or committees for review, and hiring-related forms to relevant managers and the CEO for signatures.
• Intelligent Screening: Preliminary filtering based on qualifications, experience, and role-specific criteria without reading the paper cover letter or resumes.
• Data Analytics: Dashboard for HR to monitor applications, trends, and diversity metrics.
• Integration: Connects with the existing employees database to simplify employee account management.
• User Experience: Mobile-friendly design with clear application steps, file upload, and acknowledgment of application submissions
Achieved Outcomes
• Reduced Administrative Burden: Minimized manual workload for HR staff through automated and centralized application management
• Faster Recruitment Cycles: Streamlined workflows, automated email notifications, and real-time tracking significantly shortened time-to-hire
• Integrated Interview and Evaluation Module: Enabled HR to efficiently prescreen applicants by accessing application histories, interview reports, and evaluation scores within a unified system—supporting faster and evidence-based hiring decisions
• Standardized and Transparent Process: Ensured fairness and consistency across recruitment activities through standardized evaluation procedures
• Improved Accessibility and Staff Satisfaction: Received positive feedback from employees who appreciated the easy access to internal job postings and transparent application tracking
• Enhanced energy efficiency: Reduced paper use and minimized administrative tasks that required printing, filing, and physical document storage
