Robyn Bourque* is the Vice-President of Human Resources at a major federal institution. The processes for evaluating applicants for positions within the organization are becoming ever longer and more costly. Since the area of selection cannot be restricted because of organizational policies, she is desperately looking for a way to evaluate applicants quickly and inexpensively.
Robyn’s case
Robyn’s team received over 2,000 applications for 32 vacant bilingual (French and English) information officer positions. To make the situation even more complex, 90% of the applicants are spread over 8 different Canadian provinces, while the remaining 10% are actually located abroad. Robyn and her team normally use the traditional paper-and-pencil approach; organizing a series of assessment sessions in different locations which candidates must physically attend. This process is usually staggered over several months and it requires Robyn’s team to set up a mechanism for inviting the candidates to their assessment sessions, dispatching an administrator to each session, managing any exceptions and identifying alternative administration dates for special accommodations. They must then manage the actual test correction process, preparing hard copy files for each applicant, correcting each exam, and manually entering the results in a final table.
Disheartened by the amount of work awaiting her team and having heard about Compmetrica’s online testing platform, she contacts EPSI to find out more about the options available to her and to work out a solution adapted to her specific situation.
Technology servicing HR
Upon assessing the situation faced by Robyn and her team, an EPSI consultant suggests that they use technology to revolutionize their approach to candidate assessments. Initially, a consultant from the firm gives a presentation addressing the basics of online testing at Robyn’s office, explaining all the pros and cons of this type of solution. The presentation also includes an interactive simulation of a sample online test, allowing Robyn to get a hands-on feel for the ins and outs of the process. In the question and answer period right afterwards, she expresses some concerns regarding the use of the new assessment medium.
Summary of concerns
| Concerns of Robyn and her team | Consultant’s responses |
| Costs associated with this method | For a process involving close to 2,000 candidates, it would cost approximately 70% less than a traditional method. |
| Time requirements(from the beginning to the end of the process) | Once the final documents have been submitted, it takes two weeks to integrate the test on the online testing platform and to prepare the candidates’ invitations. The candidates’ results or responses are sent to the client organization on the next business day after the end of designated testing period. |
| Validity of an online tool vs. its paper-and-pencil version | Scientific studies have proven that the results obtained are similar. |
| Coordination of test invitations | The firm uses a system that sends out personalized email invitations in bulk, making it possible to track them and to obtain read/receipt confirmations. |
| Potential issues with “technologically illiterate” candidate | The platform is easy to use, and the instructions are clear and precise. A technical support service is also available to assist the candidates. |
| Cheating | There is always a risk of cheating. But in a secure mode, this risk, although not completely eliminated, is greatly reduced. |
| Bilingual administration(access to the questions in both official languages) | The platform is built in multilingual mode, so the same test can be accessed in either English or French. |
| Candidate identity | When a test is administered online, without an administrator, candidate identity is always a risk. But by asking personal questions (e.g. last 3 digits of their Social Insurance Number) and by clearly stating in the instructions that verifications will be made, this risk, while not prevented, is identified and minimized. |
Feeling reassured and convinced with respect to the idea of trying out the online testing platform for her next hiring process, Robyn really wants to keep using the current test for information officers, which evaluates the key criteria sought in applicants for the position. This test has 150 multiple-choice questions that evaluate the applicants’ knowledge base. She also wants to develop a second analytical test for the current round of assessments. She explains this to the consultant and also mentions that she wants candidates to be given no more than seven days to complete both tests, and that they should be able to access the tests from wherever they like.
New tool, new process, new strategy
After discussing Robyn’s needs, the consultant offers to assist her in developing the second test. He even suggests that it be incorporated into the first test so that the candidates will have to complete only one online test. He helps her develop her new tool, while ensuring that the standards of accuracy and validity set out by North American psychology associations are respected. The consultant also checks for format compliance to ensure that the test can be integrated on the platform. He tells Robyn that, given the nature of the exam (knowledge and analytical questions) and given the fact that she wants the candidates to be able to access the test from anywhere, it would be preferable to opt for online administration in a secure mode. This will provide a degree of control over the tests administered (total test time, remaining time, access controls, prohibition and monitoring of access to other web applications, etc.). This mode also ensures the confidentiality and, therefore, the continuance, of the test. In other words, the same test can be used in the future because its integrity will have been preserved.
On the road toward test integration
After the final version of the test has been developed and then reviewed by Robyn and her team, as well as by the EPSI consultant, the latter confirms that he has the latest version in both of the languages in which the test will be administered. The answer key is also provided at this stage and is integrated into the platform, enabling faster, simpler test correction. At the same time, the consultant provides Robyn with a draft version of the results report that will be produced after the exam period. Just before the documentation is sent off for integration, one last verification is completed and Robyn gives her final approval. Test integration can now begin…
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