The Client
This Integral Recruiting Design (IRD) client is a global medical device manufacturing company with operations spanning multiple continents, including significant presence in North America, Latin America (LATAM), and the Asia-Pacific (APAC) regions. With approximately 20,000 employees worldwide, their workforce includes personnel across various specialties requiring robust applicant tracking and HR data management systems.
Existing Technology Landscape
The client utilized iCIMS as their applicant tracking system (ATS) across global operations. This critical system required specialized administration to maintain business continuity, support recruiting efforts worldwide, and integrate seamlessly with their broader HR technology ecosystem.
The Project
In anticipation of their iCIMS system administrator’s planned six-month maternity leave, the client engaged IRD to ensure seamless system administration support without disruption. The consultant’s role required:
- Rapid onboarding to existing workflows
- Supporting global administrators across all time zones
- Maintaining system stability and troubleshooting
- Interfacing with leadership to ensure alignment with business goals
- Delivering executive presentations to communicate system updates and enhancements
As the engagement progressed, IRD’s expertise was quickly recognized, leading to an expanded project scope that included enhancements to reporting, automation, and compliance processes.
Original Scope & Key Enhancements
iCIMS Reporting & Data Standardization
IRD introduced enhanced reporting solutions to increase visibility into key recruiting and onboarding workflows:
- Implemented a native iCIMS reporting solution to track candidate status through the onboarding workflow, giving hiring teams better visibility into bottlenecks.
- Advised on best practices for time-based metrics and other KPIs, ensuring leadership had actionable insights.
iCIMS Mobile Hiring Manager App Implementation
To improve recruiter and hiring manager efficiency, IRD successfully implemented the iCIMS Mobile Hiring Manager App, enabling:
- Faster hiring decisions with mobile-friendly candidate review & approvals.
- Increased adoption of mobile hiring tools across distributed hiring teams.
Global Compliance & Security Support
IRD provided expert guidance on international data security and compliance requirements, including:
- Advising on GDPR compliance for a planned data center migration to Germany.
- Advising on secure cross-border data handling protocols to meet evolving regulatory requirements.
Custom Training & Knowledge Transfer
To ensure long-term sustainability, IRD created comprehensive training solutions for the client’s global HR team:
- Developed custom live training sessions for system administrators and recruiters.
- Produced video-based training materials for scalable learning.
- Established documentation and best practices to support ongoing system administration.
Expanded Scope: BI Executive Dashboard Implementation
IRD developed and implemented a custom Power BI reporting infrastructure that significantly improved data accessibility and reporting efficiency:
- Automated data delivery from iCIMS to the client’s data lake, ensuring real-time refreshes of Power BI dashboards.
- Designed custom visualizations tailored for recruiters, hiring managers, and executives.
- Standardized dashboard structures to eliminate reporting redundancies and streamline insights.
- Integrated International Business Communication Standards (IBCS) to introduce a unified standard for data visualization based on a globally recognized methodology.
Project Challenges & Solutions
The engagement required overcoming several challenges:
- Rapid knowledge transfer – IRD quickly assimilated complex processes to provide immediate value.
- Global time zone support – Ensured 24/7 availability, including accommodation for APAC hiring teams.
- Cross-functional collaboration – Bridged gaps between HR, IT, and executive leadership to ensure seamless system improvements.
- Compliance & security concerns – Advised on data governance best practices to support international operations.
The Results
Seamless Business Continuity – The IRD consultant ensured uninterrupted ATS functionality, preventing operational disruptions during the six-month transition.
Enhanced Decision-Making – Power BI dashboards provided:
- Real-time visibility into recruiting metrics & KPIs
- Executive-friendly reporting interfaces
- Custom insights for different stakeholder groups
Streamlined Data & Reporting Processes
- Eliminated redundant dashboards, improving reporting efficiency.
- Standardized visualization frameworks, creating a consistent data experience.
- Established an automated reporting workflow between iCIMS and the client’s data lake.
Improved Hiring Efficiency
- Faster hiring manager decision-making via the iCIMS Mobile App.
- Greater visibility into onboarding workflows through new native iCIMS reporting solutions.
Long-Term Knowledge Transfer & Training
- Delivered custom training programs to upskill HR system administrators.
- Provided scalable video training materials for ongoing learning.
Stronger Compliance & Security Framework
- Supported GDPR-compliant data migration for European operations.
- Implemented cross-border data governance improvements.
Key Success Factors
- Executive Presence – Ability to effectively communicate technical concepts to leadership.
- Technical Expertise – Deep knowledge of iCIMS system administration, reporting, and compliance.
- Process Optimization – Proactive identification of improvement opportunities beyond the initial scope.
- Training & Enablement – Development of live & video-based training for sustained impact.
- Global Support Readiness – 24/7 availability, including APAC time zone support.
