For over three decades, Probis has served as a trusted partner to local authorities, supporting them in identifying and selecting suitable candidates for public sector roles. From candidate evaluation to the coordination of diverse stakeholders, Probis has provided comprehensive assistance to municipalities in navigating complex recruitment processes. In order to maintain its leading position in the domain of public recruitment, Probis initiated an internal reflection on how its recruitment processes could be made more efficient and more user-friendly for advisors, candidates, and municipal clients alike.

Challenge: Navigating Operational Bottlenecks in Recruitment

Probis faced significant challenges stemming from its reliance on the legacy system. While once adequate, the system had become a liability.

  • The E-Power system lacked the functionality to manage all steps of the recruitment process, forcing advisors to rely heavily on manual workarounds that slowed operations.
  • Excessive manual processes slowed recruitment cycles, increased the risk of errors, etc.
  • Managing stakeholders became cumbersome, leading to some dissatisfaction among clients and candidates.
  • Scalability issues hindered Probis’s ability to scale operations and to adapt to growing demands for modern digital solutions.

Probis aspired to modernise its processes and improve client satisfaction through a streamlined and scalable digital solution.

Solution: An End-to-End GenAI Recruitment Portal

To address these limitations, Probis partnered with Faktion to develop the Probis HR Portal, a modern, centralised platform designed to transform the recruitment process.

Key Features and Innovations:

  • End-to-End Automation: A centralised platform streamlining all stages of the recruitment process, reducing manual workloads and eliminating bottlenecks.
  • AI Integration: Advanced tools for document classification, speech-to-text transcription, information extraction and summarisations enhance the advisors' current workflow
  • Cloud-Based Infrastructure: Built on Microsoft Azure, the platform ensured scalability, reliability, and secure data management.
  • User-Centric Interface: The system featured intuitive, role-based access controls, providing a tailored experience for each stakeholder involved in the selection process, including advisors, candidates, clients, and jury members.

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Approach: Step-by-step, agile and user-centric development

Faktion’s approach leveraged iterative, user-centric methodologies and cutting-edge technologies to bring the Probis HR Portal to life. Through a carefully planned MVP launch and strategic AI integration, we ensured that the platform evolved organically in response to real user feedback.

A Step-By-Step development:

  • MVP Development: Delivered core functionalities early - such as managing vacancies, managing stakeholders and candidates, enabling user feedback and iterative improvements throughout the development cycle.
  • AI Proof of Value (PoV): Deployed summarisation and speech-to-text features on a subset of live data to demonstrate tangible improvements in accuracy and efficiency.
  • Post MVP Development: Features scheduled for post-MVP development can be refined based on user insights and real-world data. This iterative process reduces development risks and supports more informed decision-making.

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‍Ensuring Excellence: Design, Testing, and Security

To ensure a seamless experience for all stakeholders, Probis emphasised user-centric design and leveraged advanced technologies to create a secure, scalable platform.

  • Regular stakeholder workshops and agile sprint reviews were conducted to maintain alignment with business needs and refine the system’s requirements.
  • The portal’s workflows and interfaces were optimised through rigorous user testing, tailoring them to meet the distinct needs of advisors, clients, candidates, and jury members.

Ensuring compliance and security was paramount. Role-based authentication mechanisms and GDPR compliance were integrated to protect sensitive data while adhering to stringent privacy regulations.

Additionally, a DevOps infrastructure utilising CI/CD pipelines and Infrastructure as Code (IaC) enabled seamless deployment and consistent resource provisioning, ensuring the platform was both reliable and future-ready.

This holistic approach combined technical expertise with user-first principles, delivering a solution that met immediate needs while anticipating future growth and innovation.

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Outcome: Accelerated Processes and Increased Satisfaction

The implementation of the Probis HR Portal has transformed operations across multiple dimensions.

For clients and candidates, the portal streamlined processes, reducing delays and ensuring a smoother recruitment experience. Automation enhanced speed and accuracy, boosting satisfaction and fostering trust.

For Probis, the platform significantly increased efficiency. Advisors can now manage a much higher volume of recruitment projects with reduced manual effort. This improved productivity while minimising errors in document handling and candidate evaluations through advanced AI tools.

By transforming its recruitment operations, Probis has not only addressed its immediate challenges but also laid the groundwork for sustained innovation and growth.