Audit Process

Owned by Jacob Adkins (Unlicensed)
Dec 13, 2021
3 min read

Self Audits

  • Staying compliant in Avature and in WorkDay is an integral part to your role within RPO. 

  • Updating both systems in real-time is the easiest way to ensure you have zero items or a minimal amount.

  • Best practice is to block out time every week to ensure that Avature and WorkDay mirror each other and that all candidates are in the correct current status.

Carrier Team Audits​ Overview

  • Purpose: To ensure compliance with reporting and recruiting benchmarks.

  • Timing: Reports are run weekly on Monday.  Corrections are due by Thursday. 

  • # of Audits: 11 audits

  • Source: Workday (2 audits); Avature (9 audits)​

  • Delivery: Email sent to the entire team on Monday 

Carrier Team Audits Workday Audits

  • Workday Closed or Filled Reqs with Active Candidates   - All closed and filled reqs should have no active candidates.  All should have been dispositioned when filled or closed.​

  • Workday Open Jobs with more than 50 candidates in review status – Candidates should be reviewed on a consistent basis; therefore, the number of candidates in the review stage should be less than 50 at any given time. 

Carrier Team Audits Avature Audits

  • There are 9 audits run in Avature.  ​

  • 8 of the audits are simply a link that is copied and sent to the Carrier recruiters.   The link allows the recruiter to directly correct the error in Avature.​​

  • 1 audit is downloaded and sent in a spreadsheet – Carrier AUDIT - WD App Confirmation

8 Avature audits  - link sent directly to the recruiter.  ​

  • https://wilsonhcg.avature.net/#People/Id:1432  Carrier Closed Reqs/Active CNs–List of all closed reqs with active candidates.  There should be no active candidates on closed reqs. ​

  • https://wilsonhcg.avature.net/#Jobs/Id:1435  Carrier Pending approval with intake date – This reqs have intake dates but are in pending approval status. Should be in approved, or more research completed. ​

  • https://wilsonhcg.avature.net/#People/Id:1347 Carrier Sourcer Submitted – Should not stay in Sourcer Submitted. Alerts recruiter to move to the appropriate status.​

  • https://wilsonhcg.avature.net/#Jobs/Id:1344  Carrier Missing Intake Date – Reqs in Approved status with no intake date.  Alerts recruiter to update intake date or complete more research. ​

  • https://wilsonhcg.avature.net/#Jobs/Id:1591  Carrier Missing RSP Link ​

  • https://wilsonhcg.avature.net/#People/Id:1434  Carrier Missing Screener Link Audit

  • https://wilsonhcg.avature.net/#People/Id:1484 Carrier Missing Screen/Interview Date –  This audit catches any candidate that has moved to a screen or interview and there is no corresponding date. 

  • https://wilsonhcg.avature.net/#Jobs/Id:1471  Carrier Hired Audit – This audit is for reqs with candidates in a Hired status but the Req is NOT closed.  Avature does not close the req automatically upon moving to Hired status.  ​

  • 1 Avature audit – sent to the recruiter via email​

  • Carrier AUDIT - WD App Confirmation​

  • The purpose of this audit is to ensure that all candidates in the submitted stage or later have matching statuses in Avature and Workday.​

  • The audit pulls data from the prior week, any candidate moved to the submitted stage or later. 

  • Carrier Team Audits​ Email Sent to Team​

    • One email to the entire team – Recruiters, ROM’s, Account Director​

    • Email includes​

Audits (Self & Team)

Proactive Slate Audit: To ensure we are proactively making sure hiring manager are receiving a minimum of 4 candidates to review per requisition.

If the hiring manager is okay to continue without 4 candidates submitted, please include HR Slate link to your iCIMS req (This is essentially a conversation between you and the HM saying they are okay to proceed without 4 candidates submitted)

Reactive Slate Audit: To ensure we are reactively making sure hiring manager are receiving a minimum of 4 candidates to review per requisition 

If the hiring manager is okay to continue without 4 candidates submitted, please include HR Slate link to your iCIMS req (This is essentially a conversation between you and the HM saying they are okay to proceed without 4 candidates submitted)

https://wilsonhcg.sharepoint.com/:f:/r/sites/UTC/Shared%20Documents/UTC%20-%20Delivery%20Documents/Carrier/HR%20Slate%20of%204%20Confirmation%20Emails?csf=1&web=1&e=HSbMUI

WD Application Submit: To make sure that all candidates' status matches Workday and Avature.

If iCIMS and Workday status don’t match each other it will be highlighted. Light pink highlight means the status not only matches, it also was not submitted for review to the hiring manager.