rexx HR Release 5 - The Next Generation

After extensive testing, rexx systems, leading provider of e-recruiting and HRM solutions, have announced release 5 of the rexx HR software for international use. The new version combines the proven capabilities of the last 10 years, as well as numerous innovative enhancements.

„rexx HR 5 is much more than simply another version of our Human Resources Software. During conception and development the system was scrutinized from the ground up. In this case each individual module, as well as the wide variety of possible combinations were tested on the basis of user-friendliness and sustainability. The result is software, which we are convinced will set new standards in the IT support of human resources management”, Norbert Rautenberg, Managing Director of rexx systems, presenting Release 5.

As well as providing proven features such as the digital personnel file, time management, facilities management, staff appointment, target agreement, skill management and the HR data warehouse, HR 5 offers multiple new modules. For example comprehensive event management, a specialized career and succession planning module as well as innovative features in the area of integrated org charts, simulations and talent management.

"The support of varying processes in talent management is certainly the area with the most changes. In recent years new methods have been established by HR managers, which, in turn, have raised corresponding demands on software solutions, demands we reflect based on modern technologies in rexx HR.”, Norbert Rautenberg explains the emphasis on processes in personnel development.

Alongside innovative functionality, Release 5 offers a fully revised technology, which enables a whole new dimension of flexibility in adapting the standard software for individual customer requests. Via the administration interface, fields are created and configured in detail for all purposes. Workflows are also simply and quickly created with the help of a generator. This flexibility is rounded off with the presentation and analysis of data. Thus it is possible to combine the various files and customized lists with the required filters as flexible queries. All with the aim of providing the user with exactly the information he requires, where he needs it.

To improve the functionality for HR users, managers and employees, the entire user interface has been revised, reflected in a modern look and feel. An essential component of this is the self-service portal. Under the motto “Enterprise Social Network” and in addition to tried and tested features such as holiday management, time management, changes to master data, seminar registration and much more, there is now an integrated news stream. A recognized feature from social media platforms, this function enables employees to publish links, photos, posts and comments. Via a subscription service and the combination of messages from the HR processes, the stream provides all current information at a glance.

In pilot projects, the release of 5 rexx HR has been extensively tested in practice. Regarding the feedback, Sales manager Bernd Michaelis-Hauswaldt recalls: "It really was fun, presenting rexx HR 5. The recruiters were impressed by the features and the interface. The feedback was also positive from more experienced rexx users - probably not least because the collected wishes of our customers made up a significant part of the new innovations. "

From the 14th to 16th October 2014 at the “Zukunft Personal” in Cologne, Europes largest trade fair for personnel management, rexx systems will be presenting the new Release 5 version of their HRM and talent management software, as well as discussing current issues relating to e-recruiting and applicant management.

Application via Video Interview – new rexx Recruiting interface

The decision whether an applicant is suitable for an available position cannot as a general rule, be determined by application documents alone. Traditionally a pre-selection is made based on the analysis of said documents, potentially followed by a telephone interview and then, if successful, a face to face interview. This conventional procedure can however be relatively time-consuming as well as expensive, for both company and applicant.

In particular the pre-selection of candidates for the staffing of entry jobs such as traineeships or strongly-fluctuating positions can be supported by video interviews. The implementation and use of video interviews can also cut logistical corners and be beneficial in the recruiting process of job applications from overseas applicants. Some companies even utilise video interviews not just for the pre-selection, but use specific job profiles as a definitive decision criterion.

In contrast to a face to face video interview e.g. via Skype, time-displaced videos offer the applicant the advantage of being able to prepare themselves. The rexx software provides an interface between the applicant management system and the time-displaced video, provided by Viasto.

The recruiter determines the interview criteria, and the applicant independently carries out the interview. The number of questions and length of interview are set according to the job.

What benefits do video interviews offer in recruiting?

Video interviews in conjunction with rexx applicant management software facilitate the potential to create a more dynamic as well as more cost-effective recruiting process. The selection process is sped up and the specialist departments flexibly involved, so that no meetings need to be coordinated or arranged.The applicant videos are simply forwarded onto the line managers for structured evaluation. The multiple-assessor principle not only provides more transparency, but also efficiently and fairly supports the selection of applications.

During the pre-selection process videos provide personal impressions such as mimic, gesture, language etc., which you just don’t get via a standard document analysis.

Candidates also see the wide-ranging advantages of time-displaced video interviews. According to a study from the free university in Berlin, 70% of the questioned applicants believed time-displaced interviews to be very time saving. Unlike standard cv-documents, via a well-prepared video interview, applicants are able to present themselves in a more personal and individual manner. Whether candidates approve of time-displaced videos is ultimately dependent upon the job profile, target group as well as of course the strategy of the company in question.

How does Viasto work in conjunction with rexx Recruitment?
The interface from Viasto can be easily integrated into rexx Recruitment. rexx delivers the applicant’s core data to Viasto. The evaluation, project ID, outcome and the status of the video interview are sent back to rexx, and clearly displayed in the applicant’s digital file as well as in the contact centre. In the rexx contact centre you are able to view the “grades”, which originate from the evaluations in the Viasto software of the line managers and other involved parties. The Viasto data is also available in the rexx search & list engine, enabling you to directly compare the results.

Short interview between rexx systems and trivago on the sibject of “Video Interviews for applicants”

Trivago, the world’s largest hotel search engine currently uses the rexx video interview interface with Viasto. We (rs) carried out the interview with Julia Grab from trivago, human resources / recruiting.

• (rs) How were you first made aware of video interviews?
We were on the lookout for an online assessment and were invited to a conference. At this conference we became aware of the solution from Viasto. It seemed fresh, modern and interesting.

• (rs) What benefits do video interviews provide trivago?
Video interviews save us time as well as offer our international applicants the opportunity to present themselves thanks to the time-displaced functionality. This factor is particularly important for applicants from overseas, where there are often large time-differences. In addition to this, we are able to SEE more of the applicants. This way we are able to make a better selection as we would have been able to dealing with just documents.

• (rs) How do video interviews compliment your processes within the rexx Recruitment software?
We are able to e.g. invite applicants directly via rexx Recruitment for a time-displaced video interview. Subsequently we don’t have to switch between Viasto and rexx Recruitment, in order to see the relevant Information, centrally stored in rexx.

• (rs) Going forward, do you believe that other companies will be implementing these tools, in order to win new applications?
Due to their wide range of advantages for companies as well as applicants, we believe that video interviews are going to play an important role, yes. They are more flexible and are, compared to a standard cv much more personal.
For every position we shoot a short video, in which the hiring manager introduces himself as well as the company. This helps to create a personal connection between trivago and the applicants that not only to set them at ease, but also provides a face to the company. This acts as an appealng as well as positive type of employer branding.

Developments and trends in online recruiting 2013

A survey of the top 1000 German companies by the Centre of Human Resources Information Systems (CHRIS) of the University Bamberg & Frankfurt am Main in cooperation with the Monster Worldwide Deutschland GmbH highlighted some of the key developments that were due to affect recruiting in 2013. Some of these challenges were as follows:

1. The demographic change to Candidate pools
2. Shortage of skilled workers

And internally:

1. Employee loyalty
2. Employer branding

The aforementioned issues may not at first seem directly linked to each other, but take a closer look, and it is clear that retaining current employees as well as supporting existing internal talent plays an important role in recruiting these days. The shortage of skilled workers is also an extremely important issue, one that should be addressed.

How to combat the shortage of skilled workers
The survey stated that almost all of the companies questioned expected to have unfilled vacancies by the end of 2013. 45% of these companies however, expected to employ more people by the end of 2013 as at the start. The main issue faced here is that many of these vacancies are simply not being filled. The majority of companies expected difficulty occupying a third of still-vacant positions, while 5,7% didn't think they would be filled at all. Which begs the question, how does one take positive measures to address this obvious shortage of skilled workers? A good place to start would be in retaining and supporting current employees internally as well as improving the administration of existing talent pools. Another important method is of course planning where future job vacancies will be published, as well as ensuring the correct target audience is reached.

An overview of job ad placement trends
Keeping up to date and informed on how the publication of job ads develops is also an integral part of knowing where and how to advertise vacancies. Around 70% of all job vacancies were advertised via external job portals such as Monster or StepStone. Of those surveyed, around 90% and therefore the majority of jobs in 2012 were published directly via company websites.  One statistic shows that 3 out of 10 occupied positions came via the aforementioned job portals. With this statistic likely to rise during 2013, even more companies are taking an advantage of this means of recruiting candidates. With the assistance of the eRecruiting Software from rexx systems, the integration of an individual job portal into a company website is a straightforward and effective process. Strategically placing job ads via the job portal of a company website or via social media channels such as Xing, Linkedin or Facebook is vitally important in ensuring that the relevant target audience is addressed. How the job ad is visually presented as well as how it is worded are also factors worth considering when trying to attract the desired candidates. With the modular and flexible e-recruitment software from rexx systems, this process is made simple.

How has the role of social media in recruiting developed?
Social media is everywhere and plays an ever-increasingly central role in the business world. Whether companies use Facebook to advertise job vacancies or not, the majority of businesses utilize social media as an brand and employer marketing tool. The value of Social media should however not be discounted in recruiting terms. Xing (in the German-speaking market) and Linkedin have become a staple part of online recruiting over the past couple of years, Twitter and Facebook, primarily for a younger and more dynamic market, are now also being introduced by some firms in the attempt to attract new employees. According to the aforementioned survey, exactly half of companies questioned rated the use of social media as a recruiting tool as generally positive. The trend seems to indicate however, that Facebook and Twitter are still much more useful in terms of employer marketing. In particular Facebook and Xing have seemed to establish themselves as top platforms for employer branding. Companies also use social media for active sourcing as well as searching for information about already-identified candidates. Applying for jobs via social media also assists in simplifying the application process. The apply with Linkedin Button is just one example of this. With Twitter stepping up and entering the recruitment market this year, it will be interesting to see how this trend has developed throughout 2013. 

Conclusion
What is apparent from this survey is that the expected lack of skilled workers has lead companies to expect a number of unfilled positions come the end of the year. It is also clear however that online recruiting and in particular e-recruitment is rapidly evolving to combat this. In order to ensure that the right candidates are found, that the processes for both applicant and employer are as streamlined as possible and that the management of internal talent is optimized, a company needs to ensure that there is an efficient recruiting software system in place. This system should not only streamline the work flow and reduce the time to hire, but also simplify the general recruitment process, for both recruiter and applicant. The software from rexx systems provides this and much more.

Please note that the statistics quoted here originate from a German survey relating to the predicted trends for 2013 and may not exactly reflect trends or markets in English speaking countries.

Expansion at rexx systems demands new business premises

Expansion is great – what company wouldn't wish for growth? Recently and on and more than one occasion rexx systems has been awarded with the Technology Fast 50 award from Deloitte as one of the fastest-expanding technology companies. This expansion however, has finally reached its limits – at least in terms of office space. Having resided for the past 8 years in Hamburg’s Heidenkampsweg, our offices are now bursting at all seams.

The new business premises are located in the Süderstraße 75-79, not far at all from our current location.

The new office space is larger, more modern, providing generous lounged areas, a recessed balcony with waterfront view and provides a modern atmosphere, allowing for a pleasant working environment.

The rexx systems customers are also set to profit from the new working environment. The new and refurbished conference and seminar room for example, is equipped with modern technology and designed to meet all the needs our customers. In addition to this the new environment will provide motivation to our entire team, which will undoubtedly be reflected in better results and improved service for our customers

The move is taking place on the 15th November 2013. Rexx systems will not be contactable by telephone on this date. Urgent emails and tickets will be processed. Customers have been informed in advance of the emergency telephone number.

Friendly and bright: the new entrance area	Plenty of space for the rexx systems team

Why even more companies are opting for online recruiting

Over the past number of years, the internet has revolutionized many aspects of everyday life and how we communicate with each other. How companies outsource manpower and process applications sits at the forefront of these developments. E recruiting or online recruitment has, over the past few years integrated itself into not only the application process but also how firms, large and small, present themselves online and set about recruiting new talent. Electronic recruiting has enabled companies to broaden (or narrow, if required) their search criteria and open up positions to a global market. Of course there is still a place for print media, but e recruiting is cost-effective, efficient and reaches a larger target audience, making it the preferred choice for many firms.

Posting jobs online increases efficiency

Quality and efficiency are two important factors when it comes to processing incoming job applications. E recruitment drastically speeds up time-to-hire. Why? Because the internet is open 24/7 and seven days a week, meaning the response time of applicants can be almost instantaneous once the job has been published. Quickness is of course not everything. With the applicant management software from rexx systems, you are able to carry out all of the processes, which if carried out manually, would be laboriously time-consuming. With the help of the intelligent and highly functional rexx workflow engine, applicant data is managed and processed with the target of maximizing efficiency. Personal contact between candidate and recruiter is of course still highly important, not least in building relationships. This is why rexx has developed and utilizes effective functions that enable communication between company and candidate. This includes templates for standard letters, for example a Birthday greeting – ensuring applicants who may be suitable for future, not yet published positions, remain active and are looked after.

Convenient for the recruiter

The ATS or applicant tracking system from rexx does not just support online and email applications; it also is able to process traditional paper applications with the help of an integrated CV parser. Creating and publishing job posts via external portals such as Monster or Stepstone is a quick and simple process, but the ability to create a unique job portal for your company’s website also offers visitors the option of applying directly from your site. Potentials that have actively sought out and show interest in your company on the internet are often of high quality. Whether via your company’s website, external job portals or Linkedin, all incoming applications will land in the rexx application center. With features such as the traffic light system, which is designed to highlight high potentials or provide warnings, you are able to accurately filter and process the candidates. The ATS enables you to keep track of all activity in one place. By performing the administrative elements of your recruitment needs via rexx software, you save valuable time, which can be invested elsewhere in your business.

Find the most suitable candidate

The application process is also for potential candidates much simpler than conventional means. Applying via your rexx job portal using the Linkedin button for example, streamlines the entire application process. This function enables applicants to apply with almost “one click” and does not require the separate uploading of numerous documents or the filling out of long-winded forms. If attracting the right caliber applicant is a priority, then editing the content and appearance of job adverts to match the branch, age-range and profile of the desired role is also possible.

Personal contact is of course still required to gauge whether a candidate possesses the right levels of interpersonal skills, work ethic etc. The interview stage allows recruiter to asses these factors, make notes and formulate first impressions of the candidate. All this information can be reliably documented using rexx applicant management software. Feedback and notes can then be called up in the system, reviewed by colleagues and used in deciding whether to employ, reject or invite a candidate for another interview. E recruiting and rexx ATS offers a virtual management system which administers the entire recruitment process, from job portal to cv administration, from interview right through to internal talent management.

What is resume parsing?

For a number of years now specialist firms have been providing software which is able to analyze text and convert it into structured information. One of the integral methods of a parsing tool is the so-called semantic analysis, which intelligently analyzes and detects the contents of a document.

There are numerous applications for the semantic analysis. From a recruitment perspective the software-driven analysis plays an important role in analyzing and converting resume documents and related files. The specialist term “cv parsing” originates from “cv”, meaning “curriculum vitae” and “parsing”, which refers to the dissecting / analyzing of the documents.

A simple example of the functionality of cv parsing

In a resume for example, both name and address need to be detected. The parser operates using a set of rules, which instruct that the name and address are typically found at either the top or at the bottom of a resume document. With the aid of a forename database, the parser then searches the designated areas for a valid forename. Simultaneously the title as well as the gender of the candidate are detected and attributed to the name. If a forename is detected then the parser assumes that a surname will be located either in front or behind it. Thus the document is parsed step by step, and based on the rules set, detects not only text but also images:

The advantages of using a resume parser

For a start the resume parser can be implemented for a job portal on a homepage. This offers the potential applicants the chance to upload their application documents without the hassle of having to fill out any complicated forms. Applicants find this particularly convenient, as they usually have their application documents to hand (Word, PDF etc.).  By reducing the hurdles and thus simplifying the procedure, the probability that visitors to the job portal actually send an application increases significantly.

For incoming applications the resume parser also ingeniously complements applicant management systems. The applicant’s email and associated attachments are sent to rexx recruitment, where relevant fields such as name, title and photo are extracted by the parser.

And not forgetting the paper applications, which can be simply scanned in and processed by the resume parser.

Regardless how applications enter the system, a resume parser ensures  that manual data entry is cut to a minimum – beneficial for both applicant and recruiter.

But why extract structured information from application documents in the first place?

On the one hand to present all candidates clearly and identically via an applicant management system, hence the “digital personnel file”. And on the other hand of course for the electronic mass-processing of e.g. the sending of personalized acknowledgments of receipt, for which the name and gender of the candidate are required.

What capabilities does rexx Enterprise Recruitment offer?

Rexx ER7 supports two different resume parsers. The resume parser “CVlizer” is a third-party partner product. During numerous benchmarking tests rexx systems identified this product as the most efficient and reliable resume parsing software, although the other products tested also delivered good results.

The second parser, which can be utilized in association with rexx Recruitment, is an in-house development: the so-called rexx built-in-parser. With high levels of security the parser detects the following data: surname, gender, title, date of birth, address, photo (via face-recognition), email, telephone and mobile number.

The following data formats are supported: pdf, doc, docxx, txt, rtf, png, jpg, gif. An OCR routine ensures that text documents in graphic format such as png or jpg can be detected and extracted (e.g. scans of qualifications or job references). Thanks to the so-called pattern recognition that the rexx built-in parser operates with, all principal European languages are supported.

The external CVlizer by comparison, detects even more text content than the rexx built-in parser, e.g. a candidate’s language skills or country of birth. On request additional data such as previous career positions, employers, school qualifications and professional knowledge can also be taken into account and analyzed.

Talent Relationship Management in Recruitment

Are you already familiar with this problem? Applications that take an age to process – because they are still sat on the desk of the specialist department. Because you have to wait too long for feedback from the works committee. Because the decision-making regarding personnel has to be made elsewhere. Because the applicant perhaps doesn’t suit the position in question – but you don’t want to turn them down just yet as a suitable position is due to be published in a few weeks’ time.

TRM – Talent Relationship Management

Wouldn’t it be great to have all these candidates recognized by one system and then have them sent an automatic yet personalized hold-message? Data protection also needs to be taken into consideration: there are numerous candidates parked in the talent pool – but consent to the storage of their data is limited. With the assistance of the TRM module from rexx, automatic messages  can be sent  to all candidates in the pool, whose limited consent has expired. This then enables you to request an extension to store the applicant’s data for e.g. a further 12 months.

Automatically update data from the talent pool

You operate a talent pool. But what actually happens with the candidate’s data? Statistically, 25% of address and contact details become obsolete every 12 months.

Wouldn't it be ideal, if rexx took over the data maintenance and cyclically wrote to the pool candidates, requesting them to update their data via the rexx-portal – combined of course with nicely-formulated and contact-orientated wording?

Perhaps you would also like to congratulate the people in your talent pool on their birthday? Or turn down candidates who have no suitable ranking and who have already exceeded a specific time frame without achieving a conclusive system status?

A new niveau for relationship management

The new contact maintenance module from rexx automatically takes care of all this! You formulate different rules via “request”, which are then combined with a template, which, according to your exact specifications rexx Applicant Management Software then sends. This occurs automatically and is of course personalized.

Comprehensive control- and preview functions enable the simple and arbitrary definition of rules for the sending of maintenance tasks, as well as the simulation of results. You decide to what occasion, on which date, in which cycle and of course which candidates receive the automatic maintenance emails.

Apply with Linkedin Button

With approximately 187 million users spread over over 200 countries Linkedin is by far the world’s largest business network. In the German-speaking market it does however face strong competition from Xing. According to the latest figures Xing commands approx. 12 million users, of which 6 million are located in the German-speaking market. Xing clearly heads the field in this territory; however there are signs that Linkedin, which now commands around 3 million users could make ground during 2012/2013.

Linkedin makes meaningful gains in the German-speaking market

In 2011 rexx systems introduced the new solution Apply with Xing Button, enabling customers of rexx Enterprise Recruitments to integrate the Xing button into their job portal.

With a very similar implementation, the rexx Recruiting Software now supports this, in recognition of the increasing importance of Linkedin accounts. With the aid of the ‘Apply with Linkedin’ button, candidates with a Linkedin profile are now able to submit their application conveniently with just a few simple clicks from the rexx online job portal..
The most important of the declassified data from the user’s profile is then taken  from the interface and transferred automatically to the rexx application form. This applies not just for address and contact information. From the candidate’s career data, stored within Linkedin, a PDF resume is created, which is annexed to the online application form.

The Apply with Linkedin button fills the gaps

For years now the social business networks have offered the function to create job vacancies as well as the option to either link them directly to the job portal in question or send a direct email application.

It was previously necessary however,  for the applicants to fill out the application forms manually and attach a CV – this hindrance is no longer relevant thanks to these new features.

This ‘one-click’ form of application is already common within the English-speaking market, as the application process is, in comparison to the German market for example, considerably less formal. The new application button combines the brief application via Linkedin and Xing with the more traditional application, which is much more common in the German-speaking market (where job applications are usually very detailed, requiring documents such as qualifications, references etc.). To cater for these geographical differences, the applicant also has the option to complete his or her application individually e.g. add a cover letter or further job-specific information.

Apply with Xing Button

The DACH (German, Austrian and Swiss) market leader rexx Enterprise Recruitment now supports simple online applications via the “Apply with Xing” button.

In Germany, Austria and Switzerland Xing is with almost 6 million users the leading social business network. Millions of users have created extensive profiles on Xing, detailing information such as contact details, photos and career history. Exactly the sort of data sought by companies seeking potential new candidates.

How does “Apply with Xing” work exactly?

• For customers of rexx recruitment really easily! The application button is automatically placed on the rexx online job listing of the customer website or the rexx job portal.
• Should a potential candidate show interest in the online position, they are able to click on the “Apply with Xing” button. Following a security question the data from the candidate’s Xing profile will then be shared and transferred  into the rexx application form, which can then be edited.
• Typically, the contact information such as name and address, as well as the career level of the respective Xing- applicant automatically generate a PDF-CV.
• The entire process takes mere seconds, enabling the candidate to send a full application with minimal effort. This extremely simple and convenient method of online application, assisted by the large volume of Xing users,  significantly improves conversion levels. This also leads to an increased number of online visitors to the rexx career platform on the customer’s website, as well as actual applicants.

Requirements
With the latest version of rexx recruitment 7 and with the assistance of a rexx specialist, this function can be implemented for the customer with minimal effort. In order to be able to use this function the customer does not even require a Xing account. This function is also available on request and can be installed by rexx systems for customers who may be using the older software releases (version 6 and higher).

Software for HR and CRM in international deployment

Pharmexx is among the leading service providers in the pharmaceutical and healthcare industry. The holding company’s headquarters are located in Stuttgart, Germany. Pharmexx is active in 25 countries with over 5,000 employees worldwide.

Pharmexx’s main focus is on providing creative marketing and sales solutions, which are offered as a full service. Among these is, for example, the filling of clients’ vacancies, from recruiting to the contract, on through to providing and controlling complete field service teams as well as sales teams.

CRM and field services management

Since 2001, Pharmexx has been relying on the rexx systems CRM software. rexx CRM is deployed internationally for the management and supervision of field service teams. Of course rexx is also available in the relevant national language: German, English, French, Dutch, Italian, Spanish, Portuguese etc.

The pharma consultants are deployed in varying projects for different pharmaceutical and healthcare companies. It is therefore an important prerequisite in the selection of the CRM software that it be user-friendly and easy to learn. Equally important is of course the flexibility of the application: each Pharmexx client has different requirements – including national particularities such as varying regulations on sample distribution, different regional schemata for turnover data or country-specific structures for addressees.

International recruiting

Also in the Human Resources area, Pharmex relies on the tried-and-tested, web-based solutions by rexx systems. All of the corporation’s countries work with rexx Enterprise Recruitment when it comes to the recruitment of personnel that is so critical to business success. The Pharmexx business model is based on providing clients with interesting candidates who match their highly-specialised requirement profiles in the shortest time possible. The applicant pool of high-capacity matching functions is therefore one of rexx software’s important bonus points. Equally important is the easy integration of external customers into the application process, e.g. through automated forwarding of processed application materials or the organisation and evaluation of conducted applicant interviews together with the client.

rexx for international business development

In a central installation for the entire holding company, rexx CRM is additionally used for international and national business development and key account management. The ever-increasing internationalisation of the pharmaceutical industry requires global and centrally-controlled support for international customers. Here, the highly customisable rights management controls which users have access to information classified to varying degrees. For example, national business developers only have access to nationally relevant customer information and acquisition processes, while internationally active business developers can access national data, too, in order to obtain a complete customer profile.