Open Systems Technologies

Open Systems Technologies

How Open Systems Technologies Revived Their Reporting System and Increased Job Placements with Bullhorn Canvas and VMS Access

Open Systems Technologies, founded in 1990, is an international staffing firm focused primarily on IT, though expanding into other industries. Roughly half their business is based on permanent placements, and the other half in long-term consulting. Open Systems has been a Bullhorn customer since 2009.

The Challenge: Open Systems lacked comprehensive reporting capabilities and were missing out on job placements due to manual processes.

 

Prior to adopting Bullhorn Canvas and VMS, Open Systems was facing two significant problems: they couldn’t report at scale, and they were missing out on job placements due to cumbersome data entry problems.

Open Systems’ existing reporting system was difficult to access and often inaccurate. With only one employee with admin rights, there was only one point of contact across the entire business to run reports and answer questions. Reports couldn’t be customized based on individual needs or preference, and the system wasn’t particularly user-friendly, making interpreting the data difficult.

Open Systems’ Director of Inbound Recruiting and Marketing, Radhika Arora, observes that “before Canvas, there was no way for me to create, view, edit, or even see how a report was created. Even if our admin walked me through a report, I needed more time to figure it out because it just wasn’t user-friendly.”

Open Systems also found that their existing VMS process was too slow to keep up in the competitive environment. Manually inputting jobs could take anywhere between one and seven minutes—prompting account managers to omit these jobs entirely. “Before VMS Access, we were missing out on jobs when account managers decided not to input certain jobs based on location, skill set, and difficulty,” said Radhika. Recruiters were also neglecting to close jobs, which was a tiring manual process.

The Solution: Open Systems expanded their reporting capabilities with Bullhorn Canvas and reduced manual data input time with VMS Access.

 

Open Systems was one of the first adopters of Bullhorn Canvas when it was released in Beta, and the results were instantaneous. Not only could learning be shared across the company with multiple points of contact, but each department could also run their own independent reports. There was no longer a need for one individual with the entire knowledge base, and catching and solving errors became a much quicker process. Canvas

“Once you learn Canvas, everything else is easy to figure out,” Radhika said. “Across the company, people can run reports that are created for them and we’re not monopolizing one person’s time running reports and explaining the ‘why’ behind it.”

 

“Once you learn Canvas, everything else is easy to figure out. Across the company, people can run reports that are created for them and we’re not monopolizing one person’s time running reports and explaining the ‘why’ behind it.”

 

Where Open Systems has found particular value from Canvas is through the ability to run clean up reports—an undertaking that has transitioned from several hours to several seconds. “We have 250,000 candidates and over 114,000 total jobs in our system with an average of 3,500 jobs open at any given time. If we’re not staying on top of it, we can easily fall behind on cleaning. With Canvas, we always stay on top of it,” Radhika said. This clean up report, alone, saves Open Systems up to $3,000 each year.

The benefits Open Systems realized through Canvas continue far past clean up reports; “Today, we’re running reports on anything and everything—it’s so easy. Canvas gives you access to every single piece of data that’s in your Bullhorn system, which makes it easy to find information—even if it’s not explicitly stated within the requirements.”

 

“Today, we’re running reports on anything and everything—it’s so easy.”

 

Open Systems is even able to create ad hoc reports for cross-module data, which was never possible before Canvas. Today, Radhika and her colleagues can do this in an instant.

Open Systems has seen similar results through their recent implementation of VMS Access. The jobs that recruiters were neglecting to manually add into their system were now pulling automatically, increasing their total submittals and saving the company valuable time and money. In fact, according to Radhika, Open Systems easily saves up to $5,000 annually by automating their VMS workflow.

“More jobs are being put in the system because we don’t have the same time constraints. They’re being input, closed, and put on hold a lot faster because it’s all automatic,” Radhika states. Now that Open Systems’ recruiters are saving time on VMS jobs, they’re able to reallocate that saved time toward more unique, hard-to-fill placements.

According to Radhika, one of the most vital components of VMS Access is in the simple closing of jobs. “The fact that VMS access can close over 1,000 jobs at 11:30 at night is incredibly useful,” says Radhika. “It may seem like a small benefit, but I think it’s one of the biggest reasons people like VMS access.”

 

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