The Client

This client operates in the power services industry, specializing in engineering, technical field services, and digital solutions. They focus on areas like grid modernization, resiliency, security, and sustainability, partnering with utilities, commercial and industrial clients, data centers, and government entities at the forefront of the energy transition.

Existing Technology Landscape

The client had invested significantly in iCIMS as their applicant tracking system but wasn’t realizing the platform’s full potential. Following a recent acquisition, they faced the additional challenge of integrating data from Bullhorn (the acquired company’s ATS) into their existing iCIMS environment, requiring specialized administration and expertise to ensure seamless data migration while maximizing their technology investment.

The Project

The client engaged IRD to help complete an urgent iCIMS optimization project with a tight timeline. Beyond just technical integration, they needed to maximize their return on investment in the platform through:

• Supporting existing iCIMS administration needs while adding acquisition-related scope
• Consolidating two separate recruiting workflows into a cost-efficient unified solution
• Managing the data migration process from Bullhorn to iCIMS without costly disruptions
• Collaborating with third-party technical providers to bridge technical gaps while controlling expenses

As the engagement progressed, IRD uncovered several opportunities to dramatically improve the client’s iCIMS ROI, leading to an expanded project scope.

Original Scope & Key Enhancements

1. System Optimization & Configuration

IRD discovered several areas where the client wasn’t getting value from their existing iCIMS investment:

• Created new user groups to accommodate the acquisition, eliminating duplicate licensing costs
• Developed comprehensive documentation of system structure to reduce training time and administrative overhead
• Conducted test applications revealing inefficiencies in the external application process that were causing candidate drop-off
• Discovered the client was paying for text-to-apply functionality that wasn’t properly implemented, representing an immediate ROI opportunity
• Activated text-to-apply features (already included in licensing costs) to increase applicant flow without additional investment

2. iCIMS Reporting & Data Visibility Enhancement

IRD significantly improved the client’s ability to make data-driven decisions and measure ROI:

• Fixed existing reports with filter issues that had been providing misleading data for resource allocation
• Built audit reports to identify underutilized features and track adoption of system capabilities
• Created role-specific dashboards to help each user level extract maximum value from the platform
• Implemented time-based metrics to quantify improvements in recruiting efficiency

3. Data Migration Management

IRD took a structured approach to protect the client’s investment during the migration:

• Outlined strategic migration phases to prevent disruption to recruiting operations and meet critical timeline requirements
• Prioritized data elements based on business impact to ensure the most valuable information transferred first
• Coordinated technical resources to prevent costly duplication of effort or integration errors
• Managed timeline expectations while preventing scope creep that could impact project costs

4. Process Optimization & Best Practices

To ensure sustained ROI after project completion:

• Documented workflows to reduce training costs and time for new users
• Implemented best practices that decreased time-to-fill and administrative workload
• Identified unused iCIMS features the client had already paid for but wasn’t utilizing
• Established clear system ownership and maintenance processes to preserve optimization gains

Project Challenges & Solutions

The engagement required balancing ROI with several challenges:

• Urgent Timeline Requirements – IRD quickly mobilized resources while prioritizing high-impact improvements first
• Acquisition Integration Complexity – Consolidated redundant processes to reduce wasted recruiter time
• Technical Implementation Gaps – Identified the most cost-effective solutions to technical challenges
• Scope Management – Focused on enhancements with direct ROI impact while managing client expectations

The Results

Immediate Cost Recovery

• Activated premium features already included in licensing fees but previously unused
• Eliminated redundant processes that were wasting recruiter time and effort
• Consolidated reporting to reduce administrative overhead and improve decision-making

Efficiency Improvements

• Streamlined application process reduced time-to-fill by improving candidate flow
• Unified workflows eliminated duplicate data entry and administrative tasks
• Standardized dashboards decreased time spent generating and interpreting reports

Long-term ROI Enhancement

• Created scalable system configuration that accommodates growth without additional investment
• Improved user adoption ensured the client realized full value from their iCIMS licenses
• Documented best practices prevented costly support issues and configuration problems

Knowledge Transfer & Sustainability

• Equipped the client team to maintain optimizations without ongoing consulting expenses
• Provided practical training focused on high-value system capabilities
• Established metrics to track ongoing system ROI and identify future optimization opportunities

Key Success Factors

• ROI-Focused Approach – Prioritized improvements with direct impact on efficiency and system value
• Technical Expertise – Applied deep knowledge of iCIMS capabilities to unlock hidden platform value
• Process Optimization – Identified workflow improvements that reduced administrative burden
• Change Management – Ensured user adoption to maximize return on the technology investment

Testimonial

“IRD transformed our relationship with iCIMS, helping us finally get our money’s worth from the platform. They uncovered features we were already paying for but not using, streamlined our processes to save recruiter time, and gave us visibility into metrics that matter.

The experience was hands-on and practical—their team showed us how to extract real value from our existing investment rather than just completing a technical migration. They fixed reporting issues that had been giving us bad data for years and set up dashboards that actually help us make decisions.

What impressed me most was how they understood both the technical aspects and the business impact. They didn’t just merge our systems; they made our recruiting process more efficient and helped us justify our iCIMS investment with tangible results. The solutions they delivered will continue paying dividends long after the project ended.”

— Talent Acquisition Team Member