Sheet 05 · PIL-004
Recruiting coordination support (reduced scope)
Two recruiters handle roughly 900 early-career applications, so time-to-first-response slips and strong candidates accept other offers.
Record summary
- Stage
- Approved for pilot
- Risk pathway
- Elevated review
- Data classification
- Restricted
- Participants
- 26
Current status
Approved with conditions. Training and the privacy notice update are the remaining gates before the September 8 start.
- Next decision
- Confirm pilot start once the two remaining conditions are evidenced
- Where it is decided
- Weekly intake triage, then December governance review
The record
- Expected outcome
- Recruiters spend less time on scheduling logistics and more on candidate conversations, with no change to how candidates are evaluated.
- Business owner
- Grace Lin, People & Culture Director
- Program coordinator
- AI Program Manager — coordinates and records; does not approve
- Participating teams
- People & Culture, Structural Practice Group, Civil Practice Group
- Tool
- Verity Screen — Verity Talent Systems TL-04
- Originating use case
- Early-career recruiting screening and interview support UC-004
- Related decisions
- DEC-2026-04DEC-2026-05
- Start date
- 08 Sep 2026
- Decision date
- 08 Dec 2026 (in 97 days)
- Cost to date
- $3,500 — licensing, vendor fees, and third-party support. Participant time is not included and is the larger cost.
Measures
Defined before the pilot started. That is what makes a result a finding rather than an opinion formed afterwards.
| Measure | Target | Current | Evidence |
|---|---|---|---|
| Median time to first recruiter contact | Under 5 business days, from a 9-day baseline | Pilot starts 2026-09-08 | Pending validation |
| Recruiter hours on scheduling per week | Reduce from 11 to under 6 | Baseline captured; pilot not started | Pending validation |
| Interview slate composition versus applicant pool | No material divergence | Baseline captured by People & Culture | Pending validation |
| Candidate experience rating | At or above the 4.2 baseline | Baseline captured | Pending validation |
What the pilot has surfaced
Open questions and lessons sit here rather than in a closing report, because they are what the next pilot needs and the next pilot starts before this one ends.
Open questions
- How will the program detect scope creep back toward scoring during the pilot?
- Who reviews the slate-composition comparison, and how often?
Lessons learned
- Separating the logistics problem from the evaluation problem unlocked most of the value with a fraction of the risk. The recruiters' actual complaint was scheduling.
- The vendor could not produce adverse-impact testing documentation for the scoring feature, which settled the screening question quickly.
Guardrails and dependencies
Guardrails
- No candidate scoring, ranking, filtering, or shortlist generation of any kind
- No resumes processed by the tool — scheduling data and interview notes only
- Every candidate advanced or declined by a named human reviewer, as before
- Monthly slate-composition comparison reviewed by People & Culture and Risk
- Immediate stop if any scoring capability appears in a vendor release
Dependencies
- Applicant privacy notice update (owner: Risk, Legal & Privacy, due 2026-09-02)
- Recruiter and hiring-manager training completed before first use (owner: People & Culture)
- Retention configuration confirmed against the recruiting schedule (owner: IT & Security)