Recruitment System Improvement and Modernisation

⁠⁠⁠Comcare is approaching the market to determine what technology options are available for its software-as-a-service solution (ie not a bespoke build) recruitment management system. Comcare has a fully implemented Personnel and Payroll system that has been in place for a long time. Comcare has identified the need to modernise and streamline its recruitment and onboarding processes to ensure they are efficient, user friendly, and aligned with APS best practice. A recent review of Comcare’s recruitment function, informed by extensive stakeholder consultation, highlighted significant limitations in both existing recruitment processes and the supporting technology.

The core problem to be addressed is the absence of an integrated, intuitive, and scalable recruitment solution that enables efficient workflows, supports quality candidate and hiring manager experiences, provides reliable reporting, and improves overall service performance.

A successful future solution would:

• reduce end to end recruitment cycle time and manual effort
• enable hiring managers to genuinely self-service
• improve quality and completeness of recruitment data
• provide reliable reporting and insights for Comcare executives
• enhance candidate experience and Comcare’s reputation.

This is a request for information to gather information about what is available, and a mechanism for Comcare to understand suitable onboarding and recruitment management systems available for a corporate Commonwealth entity in Australia.

If you choose not to respond to this request, you may still respond to any future open approach to market by Comcare for a recruitment management system. Please be aware that Comcare may use information provided and received as part of this RFI to inform future budgeting process including development of requirements in a future approach to market.

Work already done

Comcare has undertaken a comprehensive recruitment review informed by stakeholder consultation across all Groups, identifying key themes relating to planning, process, user experience, and reporting. This review, along with internal business case development for an online recruitment system, has informed the requirements and objectives outlined in this RFI.

Technical/business constraints

1. Integration with the existing personnel and payroll systems and broader Comcare environment

The organisation’s recruitment processes are connected to current personnel and payroll systems. A new solution must integrate effectively with existing core personnel data, workflows, and establishment controls without introducing additional administrative burden or risk. The main integration will be Aurion with potential future integration with multiple points including GovCMS (Drupal 10), ServiceNow, Microsoft Teams, SharePoint, Acorn and Databank. Additionally, Comcare requires a Software as a Service solution to align with its ICT and Digital Strategy.

2. Limited functionality in the current recruitment technology

The existing recruitment tools have constraints in areas such as automation, reporting, workflow flexibility, and user access. These limitations contribute to manual workarounds and inefficiencies. Any future solution will need to accommodate or improve these capabilities.

3. Manual processes and variable digital maturity

Internal recruitment workflows currently rely on manual steps, legacy templates, and email driven processes. Users have varied levels of digital experience. Therefore, any solution will need to support change management, training, and a gradual uplift in digital maturity.

4. Resourcing and budget considerations

Investment decisions will need to consider implementation effort, licensing costs, integration requirements, and ongoing organisational capacity to support and maintain the solution.

5. APS policy, compliance, and security requirements

A new solution must operate within the Australian Public Service regulatory framework, including merit-based recruitment principles, privacy requirements, recordkeeping obligations, accessibility standards, and Protective Security Policy Framework (PSPF) controls.

6. Reporting and data requirements

Enhanced reporting capability is needed, but any solution must also ensure secure handling of workforce data and alignment with executive information needs.

7. Scale and operating environment of a small to medium agency

The organisation requires a solution that is scalable but not resource intensive, suitable for modest recruitment volumes, and proportionate to the size and structure of the agency.

Out of scope

Payroll modules