1 Purpose
2 Objective
3 Scope
This process is applicable for all the activities
undertaken by the placement and recruitment department of Inooga Solutions in selecting and recruiting the
candidates based on their skills for both onsite and offshore.
4 Terms and definitions
|
Abbreviations/Terms |
Description |
|
ISPL |
Inooga
Solutions Private Limited |
|
QMS |
Quality
Management System |
|
IR
Sheet |
Interview
Rating Sheet |
|
RRF |
Resource
Request Form |
|
CEO |
Chief
Executive Officer |
|
CTO |
Chief
Technology Officer |
|
BDM |
Business
Development Manager |
|
HR |
Human
Resources |
|
COSS |
Customer
Online Support System |
5 Entry criteria, Input,
Activity, Output, Exit criteria
|
Sl. No |
Entry
Criteria |
Input |
Activity |
Output |
Exit
Criteria |
|
1 2 3 |
RRF’s
received from various sources Hot list
requirements based on market analysis Hot list
minimum candidate number reached |
Ø
RRF’s Ø
Roles &
responsibilities Ø
Ø
Candidate
database |
Receiving RRF’s
Updating
recruitment tracker Short
listing candidates Conducting
aptitude test (where applicable) Constituting
interview panel Conducting
interview (technical & HR) Conducting
client interview (where applicable) Issuing
offer letter to selected candidates Updating
resource tracker for recruitment that is completed RRF closure
& coordination |
RRF’s Updated Candidate
database Interview
rating sheets Aptitude
test records Offer
letters Resources recruited
as indicated in the RRF |
RRF is
fulfilled and the required candidates join the organization. Cancellation
of RRF External Cancellation
of RRF internal RRF not
approved |
6
Placement and recruitment process
The process and the activities adopted by placement and
recruitment department of Inooga Solutions are as per
the required quality management system.
6.1
Process diagram of placement and recruitment
department
6.2
Process overview
This manual describes the process
that is followed in selecting candidates for Inooga
Solutions and its clients. The activities involved are as follows:
Ø Recruiting permanent employees for Inooga Solutions and its clients.
Ø
Covering the aspects of resourcing which commences much earlier than
the actual recruitment (hot list creation).
For execution of this process the
automated tool called placement portal helps the placement and recruitment
department in the following activities:-
Ø
Building the online database.
Ø
Gathering the resource requirements.
Ø
Creation of RRF’s (Resource Request
Forms).
Ø
Management of interviews.
Ø
Generation of hot list candidates.
Ø
Assessment of interviews.
Ø
Generation of different reports.
7
Placement and recruitment process stages
The various process stages adopted by placement and
recruitment department of Inooga Solutions are
mentioned below:
Ø
Resourcing.
Ø
Recruitment.
Ø
Processing of RRF.
Ø
Selection process.
Ø
Salary negotiation.
Ø
Issuing of offer letter.
Ø
RRF closure and coordination.
7.1 Resourcing
Inooga Solutions placements and
recruitment department in general looks after the resource requirements by Inooga Solutions, both onsite (
Ø
Recruitment
targets, priorities and other initiatives tracked through the recruitment
tracker. Placement and recruitment department reports the same to CEO/CTO
periodically to update the status of the recruitment activities.
Ø
Any changes in the recruitment requirements and priorities are
intimated subsequently.
7.2 Recruitment
7.2.1 Methods for acquisition of
resources
Ø
Personal contacts and head hunting
by placement and recruitment department.
Ø
References by
employees encouraged by referral schemes.
Ø
Advertisement
- normally resorted to when large requirements are planned or to augment the
candidate database. Additionally as result of the database analysis a specific advertisement
campaign may be launched. The placement and recruitment department prepares the
advertisement. The media to be used is decided by the placement manager in
consultation with the CEO. The advertisement is released for a particular
newspaper or magazine, on the following criteria:
1.
Circulation.
2.
Readership.
3.
Position of
advertisement is meant for.
4.
Costs.
5.
Region.
Ø
Web surfing.
Ø
Walk-in-candidates - an ongoing
process for regular augmentation of the candidate database.
Ø
Candidate
database - Search from candidate database is made to identify the resources
matching required skills by using the portal tool.
Ø
Approaching
search firms/recruitment consultants – short listed and approved by the
placement manager and CEO.
7.2.2 Interview panel
Ø Placement and recruitment department
as approved by CEO/CTO maintains the interview panel for technical interview.
Ø This is revised on a quarterly basis or
revised if necessary. The CTO/CEO or the head of the department helps in the
selection of panel members.
Ø
Department head or his nominee conducts the
interview for internal requirement.
Ø For the
onsite requirement authorized person/technical/project manager from clients
place would conduct the interviews after the selection of matching candidates
from the hot list or the screening process conducted by the placement and
recruitment department of Inooga Solutions.
Ø
The client interview can be held onsite, offshore or using
medias depending on the requirements and wishes of the client.
7.2.3 Hot list
Ø
Placement and
recruitment department on regular basis invites candidates of different skill sets
for preparing the hot list.
Ø
The hot list is used to reduce the selection time in recruiting
the resources for both internal and external requirements of Inooga Solutions.
Ø Selection of resources is done by the selection process of
placement and recruitment department (Ref: 7.4)
Ø Approved external RRF’s required skill sets are checked in
the hot list and the suitable candidates are informed for the direct client
interview.
Placement and recruitment department receives the RRF and
the same is classified into two types:
1.
Internal RRF
2.
External RRF
Each RRF is checked for completeness and in case of
incomplete RRF’s, they are given back to the concerned organization/person with
request to fill the missing data and follow up/ reminder is done with clients.
Complete RRF’s are sent to CEO/CTO for approval and initiating recruitment action under intimation to the concerned
originator. In case of non-approval the RRF is closed and the source of the RRF
informed.
In the resource request form, if the contract
type is temporary then the employee is hired on a contract basis.
7.3.1 Internal RRF
Placement
& recruitment department receives the RRF from CEO/ CTO or head of the
department for meeting offshore requirements of resources and additional ones
for future requirements of projects anticipated.
7.3.2 External RRF
Placement and recruitment department receives the RRF from
clients for onsite requirement either by email, fax, phone
& by COSS (Customer Online Support System) or BDM for onsite requirements.
7.4.1 Process overview
Inooga Solutions placement and recruitment department in general
looks after the recruitment needs by Inooga
Solutions, both onsite (
1.
Decision of
interview method.
2.
Short listing
/ screening of resumes.
3.
Aptitude/
technical test.
4.
Interview.
1.
Decision of interview method:
The method of recruitment is decided based on the volume,
urgency and the type of requirement.
2.
Short listing / Screening of resumes:
Ø
Validate the
RRF with reference to job requirement, relevant experience and qualifications.
Ø
Checking of existing hot-list for the suitable candidates.
Ø
Checking the existing database.
Ø
Contacting the short-listed external consultants.
Ø
Referring internal employees under
referral schemes.
Ø
Perusal of
the internal candidate database for any suitable candidates.
Ø
Short-listing of candidates for
technical test / interview.
3.
Aptitude / Technical test:(optional)
Relevant technical tests are administered in the following
cases:
Ø
Where the candidate has less than one year of experience.
Ø
The CTO/CEO
or the head of technical department provides technical tests along with the
keys to placement and recruitment department as and when required.
Ø
The CTO/CEO
or head of the technical department specifies cut off scores.
Ø The test score sheets duly evaluated by the placement and
recruitment department are attached to concerned IR sheets for all further
evaluations.
4.
Interview:
Interview Guidelines:
Steps before technical interview:
Ø
Only those who qualify in the tests conducted should be
considered for first level HR/technical interview.
Ø However, in borderline score cases (if candidates fail to
pass the test by 1 or 2 marks), the candidates may be
presented to the interviewer for technical interview on the interviewers
approval, in case of extreme emergency.
Ø The test results however are used as a reference. The
interviewer should not be biased with the same.
Ø Where tests are not conducted, the resume, after matching
the skills and IR sheet filled in with HR interview details and candidates self
evaluation, is forwarded to the technical / head of the department for
interview, as per the interview panel, where applicable.
For technology / other departments:
Ø
Placement manager and project manager both conduct the first level of
HR and technical interview together.
Ø
CEO/CTO or
the head of the department takes second and final interview.
Ø All interviews are normally taken in person. In exceptional
cases first level interview is conducted by telephonic interview.
Ø
All the telephonic interviews short-listed candidates are
invited for the final interview.
Self-evaluation by candidate:
Before the HR/technical interview, the placement and
recruitment department gets self-evaluation rating sheet filled by the
candidate in the relevant space in the IR sheet. During evaluation of the candidate by the
technical interviewer, the differences in self-evaluation and evaluation by the
interviewer are apparently needed in resolving the expectations of both the
candidate and the concerned manager.
Technical / functional interview:
Ø
Placement and
recruitment department organize interviews as per schedule mutually agreed with
respective head- technologies and placement manager.
Ø
After the interview is over, the comments of the interviewer are
recorded in the online IR sheet for further action.
Ø
Candidates
selected in first level technical interviews are put up for second round of
technical interview.
Ø Placement and recruitment department organize interviews as per
the schedule mutually agreed with CEO/CTO and the candidates for second level
interviews.
Ø
From the second level interviews, one final list and second list
is finalized.
HR Interview:
Placement and recruitment department conducts the HR interview
and fills the relevant portions of the IR sheet for candidates in technology
execution, networking and quality department. All the columns of the IR sheet
are filled and the rating is provided as per indication given in the relevant
sections.
Ø
In case of
senior candidates, soft skills like goal orientation and attitude are
evaluated.
Ø
Placement
manager generally conducts HR interviews of senior candidates unless otherwise
specified. Subsequent evaluation of management level is conducted by CEO/CTO.
Ø
Interviewer
as well as the candidate sign the rating sheet in the relevant columns
specified.
Ø
The evaluator on the rating sheet may also note any other
specific remarks.
Ø As far as possible, proof of educational and professional
qualification verified at this stage, and positively confirmed during offer
process.
Computation of relevant experience of candidates:
Placement and
recruitment department at the time of HR/technical interview does computation
of relevant experience.
The same is
validated by the head – technology/business development/function head/any other
appropriate functionary as delegated at the time of interview.
7.5 Salary
negotiation
Ø
Approved
internal salary is available with placement and recruitment department.
Placement and recruitment department also indicates in the evaluation sheet,
present salary and salary expected (after preliminary discussion) with the
candidate. This is recorded by placement and recruitment department on the evaluation
sheet.
Ø
Placement and
recruitment department negotiates with the candidate starting at the lowest and
finalizes the salary within the salary range and assigns designation as
recommended by the CEO/CTO & clients.
Ø
If the candidate does not accept the offer and demands higher
salary or designation, the case shall again be referred to CEO/CTO &
clients.
7.6
Issuing of offer letter
Placement and
Recruitment function checks the interview rating sheet along with other details
of the selected candidate and prepares the offer letter after negotiating the
salary with the candidate. Upon agreement with payment related terms, offer
letter will be issued by placement & recruitment function to the candidate.
After receiving acceptance of offer letter, a copy of the same is filed in the
new employees' personal file for records maintained by HR. Apart from that the
top management can recruit the candidates directly if need arises.
7.7 RRF
closure and coordination
Ø
On completion
of the selection process, when the resource joins business unit / department,
the HR & general affairs department intimate placement and recruitment
department for closure of RRF.
Ø
Placement and
recruitment department make continuous follow up, till the resource joins.
Ø
HR and
general affairs department then takes over and complete all formalities as
defined in the HR and general affairs process.
Ø
The IR sheets
of selected candidates and rejected candidates are entered in the online
feedback sheet and the physical IR sheets are destroyed.
Ø
Rejected
candidates are not considered for next six months for requirements of Inooga Solutions.
Ø
If the candidates cannot be identified as per the RRF
requirements, the concerned RRF is closed and the same is intimated to the
concerned client/ BDM.
Ø
RRF is closed
if the required skill set in the RRF is not matching the database.
Ø
Closure request of RRF by the client
or the concerned person.
Ø
Non-approval of RRF by Inooga’s management.
8 Responsibility
Placement Manager, CEO, CTO and BDM.
9 Measurement
Number of RRF’s executed on time.
Percentage of candidates selected out of candidate’s tested
/ interviewed.
10 References
Ø
RRF (onsite).
Ø
RRF (offshore).
Ø
IR sheet.
Ø
Offer letter.
Ø
Aptitude test papers.
Ø
Candidate database.
Ø
Recruitment tracker.
11 Records
|
Sl. No |
Required Record |
Custodian |
Retention Period |
Record ID |
|
1.
|
Resource Request Form |
Placement Manager |
1 Year |
|
|
2.
|
Resource Request Tracker |
Placement Manager |
1 Year |
|
|
3.
|
Interview Rating Sheet |
Head-Human Resource |
1 Year/ Till the employee leaves the
company |