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G D Morris
RPO EXECUTION PROCESS PER HIRE
Recruiting will work closely with the Regional Hiring Managers and Local HR Leaders
Regional Hiring Managers
▪ Prior to actively initiating recruitment, the Regional Hiring Managers
▪ plays an essential role by:▪ Determine if a vacancy could be
fulfilled internally or externally▪ Completing job description within
input from Local HR leaders and recruitment (using a standard template)
▪ Contacting recruiting to educate them on the search needs▪ for local or administrative roles,
local HR Leaders can drive process
▪ Tracks and monitors progress and pushes Recruiting
▪ Serves as the decision maker along with the Local HR Leaders on candidate disposition
▪ Assisting in the offer process▪ Executing the onboarding process
with Local HR assistance(i.e. onboarding plan and announcement)
Global Recruiting Role
▪ Acts as a service provider to the regional hiring managers and Local HR leaders.
▪ Drives and owns the Recruiting life cycle / process the Job Description is completed)▪ Research▪ Sourcing▪ Initial Candidate Screening▪ Assessment (PI and F2F)▪ Interview logistics▪ Offer negotiations▪ Closing process▪ Assist in pre-onboarding where
necessary ▪ Assists regional hiring managers and
local HR leaders in finalizing the initial draft of the JD, while also becoming educated on the details of the spec and aligning on a sourcing plan
▪ Ensures the regional hiring managers and local HR leaders are informed and/or conferred during each major milestone of the recruiting process (or agree on a communications plan)
Local HR Leaders
▪ Provide insights into local trends in the market (i.e. layoffs in the region, competitive intelligence)
▪ Share insights into the local employee or work team working dynamics (i.e. management styles, logistics)
▪ Provides internal benchmark against similar employees in the region
▪ Assist in translating local laws, practices and other sensitivities
▪ Local recruitment coordination when necessary
▪ Participate in interviews when necessary
▪ For local recruiting needs (i.e. administrative , or other positions as agreed)
▪ Execute local on-boarding▪ Conduct contract negotiations as
needed
2
Regional Hiring Manager
▪ Serves as the client for all hiring within the respective company
▪ The HR-Recruiting team will be working in partnership with the respective company to provide the support necessary to attract and retain top talent to the group.
▪ The main role of the Hiring Manager (:▪ Budget approval process▪ Job description creation▪ Providing feedback on
submittals (active candidates)▪ Participation in assessment
process (phone interviews and face to face or SKYPE)
▪ Confer with all key stakeholders to align on an offer decision
▪ Once a hire has been made, the HM will be pivotal in supporting the on-boarding process and play a lead role in the assimilation process to ensure a successful start, as well as laying the foundation for a successful career
Global Recruiting Operations Shared Services
Approach and Vision:▪ Our vision is to standardize and centralize all recruiting support activities with a shared
services team that will provide assistance to the varying business served by (client):▪ Increase efficiency achieved through centralizing dispersed operations.▪ Improve service levels by offloading administrative tasks (i.e. phone interview and
F2F logistics coordination) from the Hiring Managers to ensure standadization to the candidate coupled with enabling Hiring Managers to focus on other activities.▪ Process standardization to monitor and track recruiting activity, audit the use of the
recruitment tracking system to ensure reporting is accurate.
Key Tasks:▪ Provide logistical support: PI and F2F logistical coordination (including travel)▪ Track, monitor and audit recruiting expenses globally ▪ Conduct compensation benchmarking for all roles within the client or group of companies▪ Complete all background checks for new employees▪ Ensure recruiting data is tracked for reporting purposes to assist with the tracking of the
candidate volume per vacancy, cycle time, source, cost per hire and quality of service
Operations Shared Services – Approach and Objectives
3
Hiring Manager Service Level Agreements (SLA’s)
▪ Initiate Search▪ Reach out to Local HR leaders to ensure budget approval and initiate the draft of the job description (JD)▪ Once Budget approved Liaise with Recruiting to initiate search.
▪ Official Recruiting Kick - Off▪ Collaborate with recruiting to refine and discuss the specifications of the role, sourcing strategy, approach,
etc. (typically via a kick off call)
▪ CV Submittals▪ Review and provide feedback within 2 business days▪ Provide detailed feedback (at least a few sentences), for calibration purposes
▪ Interviews▪ Work closely with the Recruiting team to conduct phone interviews (PI’s / VC’s) or face to face (F2F)
interviews in a timely manner (to avoid delays)▪ PI: within few business days▪ F2F or VC: within 1-2 weeks (ideally sooner)
▪ Closing ▪ If necessary, assist recruiting in the closing process (i.e. additional discussions to sell the role, access to the
team, promote the company.)
▪ General Communications▪ Proactively reach out to your Recruiter / Recruiting leadership for feedback ▪ Provide timely updates if spec changes.▪ After the hiring process, inform local HR leaders and/or Recruitment of involuntary or voluntary
terminations.
4
5
High Level Recruiting ProcessRecruiting Lifecycle Industry Standards: Mid-Level: typically 4 – 6 months; Director Level & Above: May take 9 to 12 months
Pre-search Research1 2
(R)esponsible*
Main Elements
• Obtain budget approval• Finalize Job
Description (JD) / Understand scope of the role• Finalize where the
role sits within the business
Hiring Manager
Candidate Sourcing
3 Candidate Submittal & CV Screening
4Phone Interview
(PI)3
5Face to Face (F2F)
/ VC Interview3
6Offer /
Negotiations
7On-boarding /
Start
8
Phase 2: Active Candidates to Close 2 to 3+ months
(Timeline is highly dependent on hiring manager & candidate availability)
Phase 1: Prospecting3 to 6 weeks
• Hold Kick-off call with Hiring Mgr• Research the market• Fine tune JD• Determine candidate
source
• Begin prospecting candidates• Sell the specific
company & position to prospective leads• Initial candidate
screening by recruiter
• Submit a “real” candidate to hiring manager for consideration• Obtain feedback
from hiring manager & recalibrate against JD
• Schedule a PI for favorable candidatesNote: timeline largely dependent on hiring mgr availability
• Favorable candidates advance to in person or VC w/ hiring managers.Note: : timeline largely dependent on hiring mgr availability• Early “back -door”
reference checking
• Negotiations with candidates (can last longer for senior positions)• Complete reference
and background checks
• Finalize offer agreement• Prepare on-boarding• Candidate provides
notice at current employer (can take up to 3 months if candidate is from within Europe)
Timing:Director Level &
above
Timing:Mid-Level
Timing:Entry-Level
1 week1-2 week
(and ongoing throughout search)
2-3 weeks(and ongoing
throughout search)24-48 Hours
1 week(depends on hiring mgr
availability)
2-4 weeks(depends on hiring mgr
availability)
1-4 weeks(depends on candidate)
4-6 weeks(up to 3 months notice
period)
Hiring Manager
Hiring Manager
Steps
Pre-recruiting / Sourcing
Active Candidates
(C)onsulted*(I)nformed*
2-3 days2-3 days
(and ongoing throughout search)
1-3 weeks(and ongoing
throughout search)24-48 Hours
1 week(depends on hiring mgr
availability)
1-3 weeks(depends on hiring mgr
availability)
1-2 weeks(depends on candidate)
3-6 weeks(up to 3 months notice
period)
Hiring Manager
Hiring Manager
Hiring Manager
Hiring Manager
Hiring Manager
Recruiting Recruiting Recruiting l Recruiting Recruiting Recruiting Recruiting Hiring Managers and Local HR
1-2 days1-2 days
(and ongoing throughout search)
1 week(and ongoing
throughout search)24-48 Hours
1 week(depends on hiring mgr
availability)
1-2 weeks(depends on hiring mgr
availability)
<1 week(depends on candidate)
2-4 weeks(up to 3 months notice
period)
*(R)esponsible: executes the task; (A)ccountable: defines the objectives and tasks; sets the direction to ensure achievement against said objectives; (C)onsulted: provides information to complete the task; (I)nformed: notified of the task & result
(A)ccountable* Recruiting and Local HR
Recruiting and Local HR
Recruiting and Local HR
Recruiting and Local HR
Recruiting and Local HR
Recruiting and Local HR
Recruiting and Local HR Recruiting and Local HR
New Employees
6
Managed by NewScope Services
Pre-search1
Candidate Sourcing
3 Candidate Submittal & CV Screening
4Phone Interview
(PI)3
5Face to Face (F2F)
/ VC Interview3
6Offer /
Negotiations
7On-boarding /
Start
8
Local HR and Recruitment
Recruitment
Hiring Manager
Inform local HR and Recruitment of a new
position.
Receive confirmation from the Hiring Mgr
that position I immidiately active and
ready to hire
Take the lead in developing &
completing the Job Description (JD) using the standard template
HR to Notify Recruiter of new position
Send completed JD to Recruiter
Start
Proceed to
1. Pre-search
Recruiter prepares to initiate assignment and ensures all information provided is enough to
initiate search
Work with Finance and local HR to include the role in the budget and
in the org chart
Identify recruiting need for Specific
company
Research2
Actively collaborate with Local HR and Recruitment
to develop & complete Job Description (JD) using
a standard template
Recruiter obtains JD and geographic location
1 2 3 7
4
6
5
8
9 10
11
7
Pre-search Research1 2 Candidate
Submittal & CV Screening
4Phone Interview
(PI)3
5Face to Face (F2F)
/ VC Interview3
6Offer /
Negotiations
7On-boarding /
Start
8
Local HR
Hiring Manager
Recruiter reviews JD with Hiring Mgr to further define the role
Proceed to
2. Research
Recruiter discusses sourcing strategy with the Hiring
Manager
Recruiter conducts research on the talent pool within the market
Performed in parallel
Recruiter works with the Hiring Mgr to determine sourcing costs, budget &
lead time implications
From
Work closelywith the Recruiter to further define
the role
Work closely with the Recruiter to
define the sourcing strategy
Work closely with Recruiter to determine
sourcing costs, budget & lead time implications
3. Candidate Sourcing
Post position on Website
Post position on external sites(i.e. Linkedin)
Direct source through industry associations, conferences, etc.
Engage agency if necessaryAssuming position is not
confidential / replacement: prepare an external advert
Recruiter
Candidate Sourcing
3
Receive updates from Recruiter
(when available)
Receive updates from Recruiter
(when available)
Provide regular updates to Hiring Manager & Local HR
Receive updates from
Recruiter (when available)
Provide regular updates to Local HR
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25
15
22
12
1721
14 16 18 20
23
24
26
10
26
Recruiter holds kick off call with Hiring
Mgr to discuss roles, process
reminder of SLAs
11
8
Research Phone Interview (PI)3
5Face to Face (F2F)
/ VC Interview3
6Offer /
Negotiations
7On-boarding /
Start
8
Local HR
Hiring Manager
Candidate Submittal & CV Screening
4Pre-search
21
Stakeholder 4. Candidate Submittal & CV Screening
Proceed toRecruiter identifies short list of candidates
Recruiter screens CVs to identify potential candidates for initial
conversation
Recruiter sends screened CVs to
Hiring Mgr for review & feedback
Review CV’s
CV accepted?
Recruiter recalibrates search parameters
and/or JD (if needed)
Recruiter lists candidates for phone interview(For this example,
candidate is based in London, KSA)
No
Yes
Candidate Sourcing
3
Recruitment
Provide regular updates to Hiring Manager & Local HR
Receive updates from Recruiter
(when available)
Receive updates from Recruiter
(when available)
! Provide detailed feedback to the Lead Recruiter within 2
business days. (Explain why candidate is a
good fit or not)
Return to
Recruiting schedules & Lead Recruiter conducts
initial conversation with potential candidates
From
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27
3334
28 29 32
36
3735
23 24 2625
38
23 24 2625
9
Phone Interview (PI)3
5Research Offer /
Negotiations
7On-boarding /
Start
8
Local HR
Recruitment
Hiring Manager
Pre-search21
5. Phone Interview (PI)3
Proceed to
From
Recruiting reaches out to Hiring Manager to schedule
phone interview
Recruiter secures dates and times from Candidate
Candidate Sourcing
3 Candidate Submittal & CV Screening
4
Conduct Phone Interview
Set up F2F interview?
No
Yes
Recruiter recalibrates search parameters and/or
JD (if needed) / provide feedback to candidate
Back to
Place importance in scheduling
phone interview
Provide detailed feedback to the Recruiter
within 2 business days.
(Explain why candidate is a good fit or not)
!
Receive updates from Lead Recruiter
(when available)
Provide regular updates to Local HR
Recruiting sets up phone interview between Hiring
Manager & candidate
Face to Face (F2F) / VC Interview3
6
Recruiter to initiate Face to Face interview (or VC) assist
with local HR
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39
38
43
40
44
42 47
46
45
37
48
23 24 2625
10
Research Offer / Negotiations
7On-boarding /
Start
8
Local HR
Recruitment
Hiring Manager
Face to Face (F2F) / VC Interview3
6Pre-search
21
6. Face to Face (F2F) / Video Conference (VC) Interview3
Proceed to
Recruiting sets up face to face interview (scheduling, candidate travel booking,
etc.). VC can be arranged if travel
is not possible
Recruiter discusses next
steps with Hiring Mgr & Local HR
Initiate offer proceedings
Hire candidate?
Recruiter recalibrates search parameters and/or JD (if needed) / provide feedback to candidate
Candidate Sourcing
3 Candidate Submittal & CV Screening
4
Conduct Face to Face interview or
VC (HRBP or HR designee)
Conduct Face to Face interview
(or VC)
No
Yes
Back to
Recruiter reconfirms
package with Hiring Manager
and Local HR
Place importance in scheduling phone
interview
Place importance in scheduling phone
interview
!
Recruiting coordinates Travel and confers with
local HR and Hiring Mnagers to determine
best location for face to face interview
Phone Interview (PI)3
5
Recruiting retrieves candidate information
from (candidate tracking System) to
determine candidate level & other details
Travel Required?
From
Recruiting secures approval for
travel and visas
Recruiting processes & secures Travel Visa (if needed) via local HR
Yes
No
Provide detailed feedback to the Recruiter within
2 business days. (Explain why candidate is a
good fit or not)
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55
48
56
58
57
49
50
51 52
53 5960
61
6263
47
64
23 24 2625
11
Offer / Negotiations
7Research
Local HR
Recruitment
Hiring Manager
Pre-search21
7. Offer Negotiations
Proceed to
From
Provide Local HR and Hiring Mangers with pre-negotiated terms
Recruiter to provide verbal offer
to candidate
Recruiter begins pre-negotiation discussions (inform candidate that
reference checks will be performed
Recruiter generates a written offer for
Local HR
Recruiter notifies Hiring Mgr & Local HR; Ensures receipt of fully executed employment agreement
Candidate Accepts?
Lead Recruiter recalibrates search
parameters and/or JD (if needed); lessons
learned
Candidate Sourcing
3 Candidate Submittal & CV Screening
4
No
Yes
Back to
Phone Interview (PI)3
5Face to Face (F2F)
/ VC Interview3
6
Recruiter conducts reference checks
Recruiter will receive
Agreement Terms from Local HR and
Hiring Manager with 1 business week
Provide assistance in closing the
candidate
Recruiter leads negotiations with
the candidate
On-boarding / Start
8
Adjust package based on negotiations;
Provide regular updates to Hiring Manager & Local HR
Receive updates from
Recruiter (when available)
Receive updates from Recruiter
(when available)
Provide assistance in closing the candidate
(i.e. leverage other people in the team)
Be available for additional
discussions with the candidate
Recruiting initates reference checks
Recruiting r tracks, monitors,
follows up.t
Report checks to Hiring Managers and
local HR
Proceed with
Offer?
Yes Recruiter informs
candidate that hiring process can not
proceed and provide feedback
Recruiter to discuss with
Hiring Mgr & Local HR any red flags or
deal breakers
No
74
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64
76
78
77
80
65
66
71
67
7273 79 81
68 6970
82 83
84
85
86
63
87
23 24 2625
Step #8: On-Boarding / Start Process
12
Pre-search Research
1 2
Candidate Sourcing
3Candidate
Submittal & CV Screening
4Phone
Interview (PI)3
5
Face to Face (F2F) / VC Interview3
6
Offer / Negotiations
7
On-boarding / Start
8
Pre-start8a
Week 18b 30 Day
Checkpoint
8c 90 Day
Checkpoint
8d
The Local HR AND Hiring Manager will serve as the PRIMARY POINT OF CONTACT during the On-boarding stage with support from Recruitment
where necessary
The hand off from Recruitment to Local HR and Hiring Managers occurs at this step The “On-boarding / Start” process is subdivided into 4 extra steps represented in the
subsequent slides
13
Research
Local HR
Recruitment
Hiring Manager
Pre-startPre-search
21
8a. Pre-start:
From
InitiateOn-boarding
process
Notify hiring mgr &
Recruiter of start date
Begin serving as primary point person and build relationship with
the candidate
Finalize on-boarding
plan with Hiring Mgr
Candidate Sourcing
3Candidate
Submittal & CV Screening
4Phone Interview
(PI)3
5Face to Face
(F2F) / VC Interview3
6
Compose the initial draft for the on-boarding plan
and announcement
Local HR aligns with the Recruiter &
Hiring Mgr on candidate start date
Complete all required HR forms ???
Offer / Negotiations
7
Provide regular updates to Hiring Manager
8a
Week 18b
30 Day Checkpoint
8c90 Day
Checkpoint
8d
8. On-boarding / Start
Reach out to new employee before start
date to begin assimilation process
Complete all required Banking actions
Ensure compliance with work authorization (i.e. Visa
requirements)
Complete relocation related action items(when applicable)
Proceed to
Complete all tasksrelated to: Office, Laptop,
Equip, Phone
Coordinate with Local HR and Recruiting to
prepare for employee’s week 1
activities
s Recruiting conducts audit to ensure the following:• Source• CV• Candidate details• Cycle time (includes search start date & acceptance date)• Start date
Recruiting d to continue updating
Candidate Management system
where necessary
See Hiring Manager Checklist
See Local HR and Hiring Manager Checklist
In Parallel:
Enter new employee data into management system
Complete announcement post on website for senior roles
Continue to maintain relationship, answer questions and confer
with Local HR and Hiring Manager
Perform team announcement for
non-senior roles
Provide input to the On-
boarding plan
Secure fully executed employment letter from
Lead Recruiter and file
Take Lead in coordinating with
Hiring Mgr to prepare for employee’s Week 1
activities
88
87
89
105 107
92 93 94 95 106
108
90 91
96
97
98
99
100
101
102
103
104
86
109
14
Research
Local HR
Recruitment
Hiring Manager
Week 1Pre-search
21
Stakeholder 8b. Week 1:
From
Candidate Sourcing
3Candidate
Submittal & CV Screening
4Phone Interview
(PI)3
5Face to Face
(F2F) / VC Interview3
6Offer /
Negotiations
7 8b
Pre-start8a
30 Day Checkpoint
8c90 Day
Checkpoint
8d
8. On-boarding / Start
Proceed to
Conduct New Employee Orientation to discuss the following:• Roles & Responsibilities•Org Chart• Business plan & objectives (when
relevant)• KPIs (initial discussion)• New employee questions
Introduce new employee to the
team
Ensure allequipment &
communication needs are provided and
working
Discuss with the Hiring Manager
candidate feedback and address any issues
Coordinate introduction of new employee with
key executives
Conduct New Employee Orientation to discuss the following:
• Employee handbook• HR Forms• New employee questions
Check in with new employee to discuss status
of first week of employment
Welcome new employee
110
109
112
113
115
111
114
116
108
117
15
Research
Local HR
Recruitment
Hiring Manager
30 Day Checkpoint
Pre-search
21
Stakeholder 8c. 30 Day Checkpoint:
From
Update Recruitment with takeaways from feedback
meeting
Candidate Sourcing
3Candidate
Submittal & CV Screening
4Phone Interview
(PI)3
5Face to Face
(F2F) / VC Interview3
6Offer /
Negotiations
7 8c
Pre-start8a
Week 18b
8. On-boarding / Start
Conduct 30 day feedback meeting
and solidify KPIs with employee
90 Day
Checkpoint
8d
Conduct 30 day feedback meeting with employee & ensures KPIs are updated
Discuss with Local HR takeaways from feedback meeting and address any
issues (if necessary)
Update Recruitment with takeaways from
feedback meeting
Conduct 90 day feedback meeting with employee and check in
on progress against KPIs
Conduct 90day feedback meeting with
employee and confer on progress against KPIs,
overall role, etc.
Discuss with Local HR takeaways from feedback meeting and address any
issues (if necessary)
Recruiting to continue updating Candidate Tracking system for any changes (i.e.
Red Flags, Terminations)
End
8d. 90 Day Checkpoint:
117
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119 121 123
120 122124
116
Recruiter solicits input from Local HR on
employee performance & overall status
126125