Frequently Asked Questions (FAQ)
Q: Who Are We?
A: Greentree Systems, Inc. is a privately held firm specializing in Applicant Tracking Systems (ATS). Since 1985, recruitment automation has been our sole focus. Our Sales and Technical Support are located in our headquarters in Campbell, California, in California’s Silicon Valley. Our Development office is located in Pacific Grove, California, on the Monterey peninsula.
Q: Who are Our Customers?
A: Greentree Systems’ customer list includes a wide variety of industry types, from high tech to the public sector; of these, we have a significant number of Colleges, Universities and Healthcare organizations. A partial client list is available upon request.
Implementation and Training
Q: How Long Does it Take to Implement a Greentree system?
A: Depending upon your configuration and requirements, typical implementation takes an average of 90-120 days to implement a fully customized system. With our recently introduced iGreentree Express, we can initiate the configuration and data input process within a week and a fully functional system within 30 days.
iGreentree’s data fields can be tailored to match your current forms. The Candidate Self Service (CSS) module will be tailored to mirror the look and feel of your external web site.
A Greentree Systems Account Manager will guide and coordinate the implementation process, starting with the iGreentree pre-implementation questionnaire. Once your HR staff has completed the questionnaire, the Professional Services group will tailor the system to your requirements, and prepare it for testing on our servers. Once testing is complete, we can relocate it to the desired home server.
Q: How are HR Staff and Recruiters Trained on iGreentree?
A: A Greentree Systems Account Manager will coordinate your organizational training, working closely with your HR staff to customize the system to your specifications. Length of training depends upon system configuration, and number of trainees. Typical training is instructor-lead, and takes 3 days. With iGreentree Express, the training is web-based, and will take 3 half-day sessions.
If your configuration includes the Hiring Manager module, we can conduct train-the-trainer sessions with your in-house HR or training personnel.
Greentree Systems also hosts periodic User Conferences to allow users to share ideas and maximize functionality.
Q: What is a hosted/Application Service Provider (ASP) system?
A: A hosted (ASP) system allows a client to utilize a software application from an internet browser at any location which has Internet access, without installing or maintaining the application on internal systems.
Q: Which is better: installing in-house or ASP?
A: That needs to be determined by your own specific organizational needs. Greentree will work with you to determine the best approach for your company.
We can easily tailor an iGreentree system to your needs, install it on a Greentree hosted system, load your resume backlog or convert existing requisition and applicant tracking data, train users, and perform daily database backup.
If you determine in-house installation is desired, we'll ship an install set for installation on Windows 2000 servers, with the support and maintenance needed for a successful implementation.
If you’re not sure which is the best configuration for you, you can let Greentree host the application initially until the time is right to take it in-house, and we'll help you migrate it then.
Either way, it's always your system, and we'll work with you to help you get the most from your investment.
Q: What about firewall and other security issues?
A: Greentree Systems’ hosted systems are co-located in Fremont, CA at a data center facility that provides 24-hour physical security, palm print and picture identification, redundant electrical generators, redundant data center air conditioners, and other backup equipment designed to keep servers continually up and running.
We leverage the strongest encryption products to protect customer data and communications, including 128-bit Secure Sockets Layer (SSL) Certification and 1024 Bit RSA public keys. Secure Sockets Layer, SSL, is the standard security technology for creating an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browser remain private and integral. SSL is an industry standard used by web sites to protect the security of on-line transactions with their customers. When installed, SSL can be used to create secure links to protect transactions, passwords, personal details, and more.
Anti-virus software is installed on each iGreentree hosted server. Our in-house customers implement the above steps including various firewalls and port blocking software.
The iGreentree system also incorporates methodologies to isolate spam emails from your resume traffic flow into the system.
Q: Will iGreentree integrate with my HRIS System?
A: iGreentree's data exchange interfaces are specifically designed to be platform-independent by using XML documents and supporting schemas. This XML data from the iGreentree system can be delivered with whatever frequency you desire to keep your HRIS system files current.
Q: How is Reporting Handled with iGreentree?
A: iGreentree offers some of the strongest reporting/metrics tracking in the marketplace, using Crystal Reports as the report platform. The system comes with 37 standard reports, which cover a wide range of metrics from Recruiter Activity to Expense Tracking to Requisition Fill Time.
Q:What About Customized Reports?
A: We can work with you to design and develop custom reports that can fine tune your metrics and maximize your accountability. If you have someone on your staff trained in Crystal Reports, you can write your own custom reports as needed, and at no extra cost.
Q: The CSS module allows applicants to set up an account with all their information online. What about applicants who are unable to access email or the internet?
A: While some of our customers have migrated their process to the point of being entirely paperless, those organizations that still accept paper resumes have the option of scanning recruiting-related paper documents and uploading them into the system.
After scanning the resumes, these files will then be emailed to an internal iGreentree system address, and the resume processing module will perform automated analysis of emailed and scanned resumes, and allow capture, storage and retrieval of resume text and image, and resume full-text searching.
Q: How much system downtime is required?
A: iGreentree system downtime for maintenance is minimal and typically occurs during late night or early-morning hours.
iGreentree Process Benefits
Q: What advantages does iGreentree recruitment automation provide over a manual system?
- iGreentree reduces requisition creation/approval time to minutes instead of days.
With a manual system, requisition requirements are often inconsistent, and once routed can languish for days or weeks sitting on desks under piles of paper waiting for approval. With iGreentree, requisition templates make position requirements consistent, and electronic routing for approval gets positions approved and posted quickly.
- iGreentree minimizes or eliminates paper and data-entry
Manual systems mean piles of paper, and hours spent on data entry that could be better spent on priority projects. iGreentree can be tailored to electronically mirror the employment forms for an organization. Candidates can complete all necessary application forms and attach documents electronically, or paper documents can be scanned and imported electronically.
- iGreentree provides candidate pre-screening
A manual system requires spending hours reviewing every candidate to ensure minimum qualifications. With iGreentree, during creation of a requisition prescreening skills and questions can be added to ensure minimum qualifications are met. Questions can be yes/no, multiple choice, single answer or essay questions. The answers can be weighted, which will result in an effective graphic rating of the candidate for initial ranking purposes.
- iGreentree eliminates distribution challenges
In a manual system, recruiters must copy resumes and distribute the copies by hand or inter-office mail. With iGreentree, an applicant’s entire record can be routed and tracked electronically. HR users will have access to every piece of information about a candidate, and complete information on whom in your organization the candidate was sent to.
- iGreentree allows rapid communication/feedback for candidates
With a manual system, candidates often call to determine the status of their application. HR staff spend a lot of time sending response/no interest letters as well. These calls and letters are a colossal distraction from productivity, sometimes resulting in no response at all from HR staff, which then frustrates candidates.
iGreentree’s Candidate Self Service module provides an update on every position they apply for, thus relieving a burden on overwhelmed HR staffers and building goodwill towards the company among candidates. Candidates can also configure job alerts for their ideal jobs and receive announcements through email when such positions become available.
- iGreentree provides outstanding tracking metrics
Manual systems, whether paper-and-pencil or Excel and email, are prone to human errors such as transposition, and take hours to assemble. iGreentree’s reporting features maximize a staffing department’s accountability to upper management. Whether it’s hiring manager data, requisition data, expenses, or applicant data such as EEO, our recruiting metrics are accurate and informative. The 37 standard reports we provide can be also supplemented by reports customized for your specific needs.
- iGreentree builds a useable candidate database
Manual database systems require data entry, then keeping reports/spreadsheets and poring through files upon files of paper resumes, hindering organizations from reusing previous applicants and requiring additional time and expense to initiate a new candidate sourcing process. iGreentree allows hiring managers and HR staff a fast head start by revisiting interviewed candidates who were not hired, but have been determined a proven commodity for consideration in similar positions.
Q: What configuration choices/modules are available for iGreentree?
A: Available configuration choices/modules are:
Automated analysis of emailed and scanned resumes; capture, storage and retrieval of resume text and image (in PDF format); and full-text resume searching.
Search for open jobs and view job details including job description, qualifications, and additional links. Browse jobs in pre-defined job categories, request to ‘email a friend’ with a job-specific link back to CSS. Create a user sign-in and password, create and maintain a profile and other customer-specified information. Enter job criteria and receive email ‘job alerts’, apply for any open position without re-entering profile information, respond to job-specific pre-screen questions and select from a list of job-specific skills, upload documents, receive immediate online notification of having met or not met minimum qualifications, receive a ‘match ranking’ viewable by HR and Hiring Managers based on answers to pre-screen questions, receive a confirmation email for each job applied for, review current status of jobs applied for, with ability to withdraw a current application, submit a text message as an update to a submitted application, receive email notification in case of a forgotten password.
- Web-based requisition submittal, email based approvals, and review/update of applicants and applicant documents.
Scanner support, OCR, and resume batch processing.
- iGreentree Base System- Includes applicant and job requisition management, routing, correspondence, reports, searching, templates and maintenance
- iGreentree Express – Using standard fields with minimal tailoring, iGreentree Express can be configured with any of the above and be operational within 30 days. As with standard iGreentree, the Candidate Self Service (CSS) module will be tailored to mirror the look and feel of your external web site.
Q: What investment options do I have for an iGreentree system?
A: Unlike many of the more costly systems on the market, Greentree fees are never on a per-resume basis.
Your investment in iGreentree is based on several factors:
- System choices/modules desired
- Number of concurrent HR users*
- Degree of system tailoring for your needs
- Length of commitment
- For an in-house system, there is an initial set-up and implementation fee, a one-time perpetual license fee, and an annual charge for software maintenance and support.
- For a hosted system, there is an initial set-up and implementation fee, and monthly fee which includes technical support for the period. These are invoiced quarterly.
*A 6-user HR department whose staff who only utilize the system part-time may only require a 4 concurrent user system. For the Hiring Manager module, once installed there is no charge or limit for the number of Hiring Managers who use the system.
Q: What are some things I can do to get started?
A: Review your current process and make a list of the major areas that can most benefit from automation. A good way to do that is to ‘follow the paper’, starting with the requisition approval process. Also look for redundant handling of data; for instance, are job reqs input once into Excel to print a weekly list of open jobs and pending offers, entered again into Word to product a vacancy listing, and input again to post them on your web site? What must applicants do to provide you with their information? How is applicant information directed to recruiters, and subsequently transmitted to your Hiring Managers? From this review, create a list of your most critical needs, which might start with something like the following:
- On-line requisition process to speed up entry and approvals.
- Quick and easy job posting to external web site
- Dual posting dates for internal job postings
- Optional Intranet posting for automating the internal application/transfer process.
- On-line job application, with immediate routing to recruiters.
- Easy way for applicants to track their status via ‘self-service’ capability.
- Electronic routing of applicant information to Hiring Managers.
- Ability to search the database for qualified candidates.
- Ability to send and track applicant emails and letters.
- Built-in reporting capability, with ability to customize and extend standard reports.
- Ability to capture and report EEO applicant statistics.
- Ability to scan and route key documents to eliminate paper.
Give us a call to discuss your needs and plans. We’re happy to share our years of experience installing ATS systems, show you what our system can do, and help you define your requirements and expectations for automating. We provide ‘over the web’ demos as well as demo logins for hands-on testing. We’d also be pleased to review an RFP if that is part of your selection process.