Leveraging Technology for End-to-End Driver Workflow Management – From Recruitment to Onboarding and Beyond!

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Given the current driver shortage, increased emphasis has been placed on the hiring
process and the ability to quickly hire qualified drivers before competitors draw them onboard. To respond to this dilemma, fleets are increasingly implementing an Applicant Tracking System (ATS) to help them better manage their recruiting and hiring process.

An ATS is a tool that allows employers to collect and store applicant information, and track and monitor the process of the applicant through the hiring and onboarding process. Using a carrier’s specific business rules and processes an ATS can address each of the major hiring and qualification steps taken by recruiting and safety departments including:

Application Processing
Web-based applications allow drivers to submit their information electronically. Digital signature capabilities are built-in so drivers can authorize the release of background information upon submission. Drivers are given feedback throughout the process, eliminating unnecessary phone calls between the driver and the recruiter.

Qualification Phase
Carriers can set up predefined criteria that will either accept or reject an applicant from further consideration. Many systems offer the ability to rank applicants by points accumulated throughout the application process. Applicants can also be moved into a “hold status” when certain criteria is not met at the current time, such as age eligibility or years of experience. This group of applicants can be added back into the active applicant pool when the requirements are met.

Background Verifications
Background requests from your background screening provider can be generated directly through the ATS, such as requests for MVRs, CDLIS, PSP, criminal reports and other pertinent reports required to evaluate the applicant. Through direct integration to third-party background report service providers like HireRight, the system can be configured to automatically read the reports and search for keywords that could potentially disqualify an applicant.

Onboarding
During the onboarding process, driver files are checked to make sure that all the required information has been received before allowing the applicant to move to the next step in your process. Some systems include barcoding functionality: as documents are received, the system reads the data embedded in the barcode to determine the driver and document type. All documents are date and time-stamped, offering audit trail capabilities.

Electronic Orientation
Carriers can electronically present orientation documents to drivers that have been prefilled with information obtained throughout the hiring process. All completed forms can be exported to the appropriate internal systems – HR, payroll, safety, dispatch, etc. Onboarding activities can be date and time-stamped, and all images can be automatically stored as part of the driver’s file.

Reporting
Because an ATS is automated, most steps of the process can be tracked, measured, and recorded. Time-based tasks can be reviewed to see which areas need improvements. If your company is subject to a Department of Transportation (DOT) audit, an ATS could provide an audit trail and produce the necessary documents an investigation may require.

Applicant Management
An ATS contains valuable driver information – applicants who were not hired but were good prospects, applicants who did not qualify due to a few minor issues, as well as former drivers. The importance of keeping in touch with these people cannot be understated. Some applicant tracking systems provide automated communication platforms. By applying specific “tags” to drivers, the software can automate communication tasks by frequency and method, such as emails, postcards, or phone calls. The manual attention required to execute such extensive marketing campaigns is minimized, and allows companies to build a large pool of potential applicants.

Driver Life-Cycle Management
An end-to-end automated driver management system may eliminate the need for managers to retrieve information from numerous databases and spreadsheets in order to receive a 360 degree view of the driver. Once a driver is on-boarded, life-cycle management systems can monitor the driver’s roadside inspection and violation activity, driver qualification files, training, compliance and even driver performance data. Managers may be able to receive alerts when “out-of-standard” behavior is detected, and the system can automatically assign corrective activities and track those activities through completion.

As the driver pool becomes more limited and operating costs continue to climb, it’s more important than ever for carriers to have a more efficient process for recruiting, onboarding and monitoring qualified drivers.

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HireRight

HireRight is a leading provider of on-demand employment background checks, drug and health screening, and electronic Form I-9 and E-Verify solutions that help employers automate, manage and control background screening and related programs.

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The HireRight Blog is provided for informational purposes only. It is not intended to be comprehensive, and is not a substitute for and should not be construed as legal advice. HireRight does not warrant any statements in the HireRight Blog. Any statutes or laws cited herein should be read in their entirety. You should direct to your own experienced legal counsel questions involving your organization’s compliance with or interpretation or application of laws or regulations and any additional legal requirements that may apply.