Case Study

Business Situation

The LAPD Recruitment and Hiring section desired a solution for managing leads captured at recruitment events or seminars. When in the field, recruiters were using outdated methods such as pen and paper or Excel spreadsheets to track and manage leads they generated. The proposed solution would digitize their processes and allow for data collection to be accessed in one database with real-time activity reporting.

Solution

The Leads Generation and Management System for Recruitment and Employment Divisions is tailored to the departments’ recruitment initiatives using the Sales module in Microsoft Dynamics 365. The development and utilization of forms, workflows, email templates and reports support managing potential applicants as part of the recruitment process. This activity of engaging with prospective applicants populates the Leads entity in Dynamics 365 as the first step in the recruitment process, allowing recruiters to identify which leads will qualify and be able to transition to applicants by registering for the candidate portal and submitting an application.

Recruiters can capture leads information and update records in real-time using either the custom PowerApp or within Dynamics 365. Utilizing a standard qualification checklist (or a modified version based on each department’s criteria), leads can be qualified and may proceed to the application process. Additional leads that are captured and interested but are not yet qualified also may continue in the process, with additional lead nurturing features such as reminders or notifications, invitations to seminars or other recruitment initiatives and can receive marketing collateral via leads demographics or interests, maintaining lead engagement and retention. 

Using a Business Process Flow (a record-level dashboard within Dynamics 365), recruiters can seamlessly be guided through the stages required from leads capture and qualification through application. Using robust reporting features, recruiters and supervisors can view analytics and manage performance from lead capture to academy and field training.

Benefits

•	Lead Management – allows department staff members to quickly perform lead intake and manage applicant and candidate profile information.
•	Qualification Workflow Automation and Rules – documenting existing “as-is” business process flows, and based upon best practices and improved system efficiencies, provides “to-be” improved business rules and workflows to automate record handling.
•	Qualification Management – provides a way to manage potential applicants throughout the lifecycle, ensuring that each lead is moved through the qualification process in a timely manner.
•	Reporting and Analytics – provides a series of standard reports and dashboards for system users.
•	Search Capability – offers flexible, intuitive full search capabilities of any information in the system.
•	Secure Client Portal – offers unique code redemption and access to the secure candidate portal.
•	Short Message System (SMS)-based Communication – enable SMS-based communications from within Dynamics 365, based upon a set of workflow triggers (requires third-party integration with Twilio)
•	Schedule Management – utilizing native integration with Outlook and Exchange, schedules and resources can be managed from within PoliceNexus.

Solution Type

Leads Management

User Base

35+ Licensed Users

Software

Microsoft Dynamics 365
PowerApps
Twilio

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