orh-00-01p-talent acquisition for billable resources offshore

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    Talent Acquisition for Billable Resources Offshore

    Talent Acquisition for Billable Resources Offshore

    Operational Layer

    Ver 1.1/ March 8, 2011

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    Table of Contents

    1.0 Introduction ................................................................................................................. 3

    1.1 Scope ....................................................................................................................... 31.2 Process Owner ............................................................................................................ 31.3 Process Practitioner ...................................................................................................... 3

    2.0 Terms and Abbreviations ................................................................................................. 4

    3.0 Talent Acquisition for Billable Resources Offshore ................................................................ 5

    4.0 Measurement...............................................................................................................14

    5.0 Verification .................................................................................................................14

    6.0 Guidelines ..................................................................................................................15

    6.1 Talent Acquisition SLA .................................................................................................. 156.2 Sources of Recruitment ................................................................................................ 156.3 Evaluation Authority Table ............................................................................................ 156.4 Compensation Fitment Deviations .................................................................................... 166.5 Background Verification ................................................................................................ 166.6 Reference Check......................................................................................................... 166.7 Mandatory Documents for Appointment ............................................................................. 176.8 Communication to other stakeholders ............................................................................... 176.9 Documents Required to Complete Joining Formalities ........................................................... 17

    7.0 Annexure ...................................................................................................................18

    7.1 Associated Templates, Tools and Checklists ....................................................................... 187.2 References ................................................................................................................ 18

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    1.0Introduction

    Recruitment process is to ensure that vacancies (as denoted by approved SRS) are filled with appropriate candidates takinginto account the required skill level, experience profile, compensation cost and alignment with the companys culture.Talent Acquisition team performs recruitment, while meeting the stipulated SLA.

    1.1

    Scope

    This process is applicable for recruitment of offshore billable positions.

    1.2

    Process Owner

    Head Recruitment

    1.3

    Process Practitioner

    Resource Planning Manager, Head Recruitment, Center Recruitment Head, CTP Manager, CTP Head, TA Team, Field HR

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    2.0Terms and Abbreviations

    Term/Abbreviation Description

    AGVI Advanced Guaranteed Variable Pay in India

    CRH Center Recruitment Head

    CTP Common Talent Pool

    HGBO Head Global Business Operations

    REX REX stands for Relevant Experience. REX is a tool for calculating employee's salary fitment,ensuring parity.

    RH Recruitment Head

    RPM Resource Planning Manager

    RR Resource RequestSLA Service Level Agreement

    SRS Staffing Requisition Sheet

    TA Talent Acquisition

    Refer to Glossary (APX-06-08G-PFW Glossary) for complete list of definitions.

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    3.0Talent Acquisition for Billable Resources Offshore

    Recruitment process for all offshore billable positions has the following sub-processes:

    Plan for fulfillment

    Sourcing

    o Internal sources

    Buddy referral

    o External sources

    Jobsites

    Sub Contractors

    Hiring consultants

    Advertisements

    Refer guidelines for details on various sourcing methods

    Screening and Shortlisting

    Evaluation

    Offer and pre-joining formalities

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    3.1.1 Process Steps

    3.1.1.1 Plan for fulfillment of SRS

    Sr.No.

    Inputs Description Outputs Remarks Reference

    Plan for fulfillment of SRS CRH is responsible for planning for fulfillment of SRS

    1. Approved SRS CRH allocates the Recruitment request to recruiter.

    If sufficient CVs are not available then

    CRH along with recruiter does the following

    Understand the criticality of requirement

    Look for suitable CVs in common CV database. If suitable CVs arenot available then the CVs need to be sourced. Otherwiserecruiter can start with screening process.

    Based on past experience, understand the difficulty in fulfillingthe requirement, Identify appropriate methods for sourcingamongst following methods

    o

    Internal sourcing

    Buddy Referral

    oExternal sourcing

    Jobsites

    Sub-contractors

    Hiring consultants

    Advertisements

    Based on earlier experience of success rate, estimate no. of CVsrequired to be sourced for fulfilling the requirement.

    Prepare plan for addressing the resource needs and discuss the

    Plan for addressingresource needs(Mandatory forresourcerequirements > 5)

    Refer SmarTrackfor SOR & SRSdetails

    Refer to SLA sectionunder guidelines.

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    Sr.No.

    Inputs Description Outputs Remarks Reference

    same with respective RPM and/or CTP (Mandatory in case theresource demand > 5)

    o

    In case the requirements are huge, CRH can decide

    to give advertisement and arrange for walk-in. (Refer

    Recruitment management process for guidelines on managingWalk-ins and advertisements)

    Based on the prior experience if it looks extremely difficult tofulfill the resource requirements raise it with CTP/ RPM. RPM/ CTPcan see if any alternate arrangement is possible (such as crossskilling).

    3.1.1.2

    Sourcing

    Sr.No.

    Inputs Description Outputs Remarks Reference

    Sourcing through vendor (hiring consultant)/ subcontractor

    1. SRS TA team does the following:

    Identify vendor/s OR subcontractor/s Posts the skill requirement to selected vendors/ subcontractors

    Get suitable CVs from vendors

    CVs Vendor/Subcontractorcapability matrix

    Sourcing by recruitment team through job sites

    2.

    SRS TA team does the following:

    Look for fresh CVs in common CV database based on therequirements

    If suitable CVs are not available, then get CVs from identified jobsites

    CVs

    Approved job sites

    Sourcing through Buddy Referral TA team responsible for facilitating Buddy Referral.

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    Sr.No.

    Inputs Description Outputs Remarks Reference

    1. SRS TA Team does the following:

    Releases circular communicating details of the job description,skill requirements and the open positions

    The responses received against Buddy scheme are processed

    Associates giving references are notified, in case the candidatejoins

    Associates get bonus credited into their account, if they alongwith their referred candidate are on rolls for 3 months from thedate of joining of the candidate

    Other than Buddy referral schemes, employees can refer theirfriends through the buddy id. CVs referred by employees arescreened and updated in common database by central team.

    Buddy Referralpublished

    CVs

    Here CVsareBuddyReferral

    responses

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    3.1.1.3

    Screening & Shortlisting

    Sr.No.

    Inputs Description Outputs Remarks Reference

    Identify suitable candidates Recruiter is responsible for screening the CVs

    2.

    SRS allocated Recruiter does the following

    Get CVs from identified sources and screen the CVs based on therequirement.

    Contact the candidates and check the following

    o Experience (by probing on experience mentioned in CV, roleperformed, type of projects worked, client facingexperience etc.).

    o Other soft skills (such as communication skills/ leadershipetc.)

    o Flexibility of person (for location/ role/ type of work, openfor onsite)

    o Interest in joining L&T Infotech.

    o Salary expectations (and check whether it fits in L&TInfotechs guidelines)

    Shortlist the candidates based on the above inputs.

    Tag the CVs against SRS

    Shortlisted CVs

    3. Screened CVs TA team does the following:

    Communicates the short-listed candidate names to the BUrepresent tative (coordinating for the respective resourcerequirements)

    Along with RPM (or nominated person from BU) identifies thetechnical panel members

    List of short-listedcandidates

    List of interviewpanel members

    4. List of short-listed candidates Recruiter does the following:

    Schedules the interview

    Interview schedule

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    Sr.No.

    Inputs Description Outputs Remarks Reference

    Communicates the interview details to panel members andcandidates

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    3.1.1.4

    Evaluation

    Sr.No.

    Inputs Description Outputs Remarks Reference

    Technical Evaluation Technical panel from BU is responsible

    1. Interviews planned Recruiter does the following:

    Get the Employment Application form filled by candidate. Verify the details of the form. Provide CV to interview panel.

    In case the requirement is urgent and/ or on large scale, arrangeweek-end drives for shortlisted candidates.

    Employment

    Application form

    Employment

    Applicationform template

    2.

    Identified interview panel

    List of short-listed candidates

    Interview panel and Recruiter are responsible for interview.

    Recruiter facilitates the interview.

    Interview panel does the following:

    Evaluates the technical capabilities of the candidates throughcombination of technical test and interview. Interviews to beconducted by means of either telephone call / personal interview /video conferencing. (Note: Atleast one interview should be takeneither face-to-face or through video conferencing)

    Records the evaluation in the appropriate evaluation sheet for eachcandidate

    TechnicalEvaluation

    Refer to Tools andtemplates forevaluation sheets.

    HR Evaluation CRH/recruiter is responsible3.

    Technical Evaluation sheets CRH/ Recruiter does the following:

    Evaluates the selected candidates (who have cleared the technicalevaluation), for soft skills

    Records the evaluation in the appropriate evaluation sheet for eachcandidate

    HR Evaluationsheet

    List of eligiblecandidates afterevaluation

    Refer to Tools andtemplates forevaluation sheets.

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    3.1.1.5

    Offer and Pre-joining formalities

    Sr.No.

    Inputs Description Outputs Remarks Reference

    Compensation Fitment CRH is responsible

    4. List of eligible candidates TA Team does the following:

    Computes the compensation package (Salary Card) for the selectedcandidates based on the following details of the candidate:

    oAcademic & professional qualification

    oExisting compensation & benefits

    oExperience

    oUses REX (Relevant Experience) tool for calculating fitment ofemployee ensuring parity

    Communicates REX card and Salary card to authorized person in theBU

    REX card

    Salary card

    Refer to authorized

    person list from BU

    5. REX card

    Salary card

    The designated person is responsible for approval of REX card andSalary card. The designated person does the following:

    Either approves/rejects the salary card along with suggestions

    Communicates to CRH

    Salary card

    6. Salary card

    Review comments

    CRH does the following:

    Modifies the salary card, if suggested by the designated person

    Discusses the proposed compensation package with the candidate

    If compensation package is not acceptable to candidate, checks ifthe candidates salary proposition can fit under compensationfitment deviations, with approval from relevant authority

    If compensation package is acceptable to candidate, issues salarycard and offer letter

    Salary card

    Offer letter

    Refer to"CompensationFitment Deviations"

    under guidelines.

    Appointment TA team is responsible for appointment

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    Sr.No.

    Inputs Description Outputs Remarks Reference

    1. Accepted offer letter TA team does the following:

    Direct the candidate to undergo a medical check-up at a medicalcenter designated by the organization. If the report is notacceptable, withdraw the offer

    Verify the necessary documents

    Issue the appointment letter to candidate

    Communicate to Field HR about joining of the candidate for furtherprocessing

    Keep continual contact with the candidate

    Appointment letter

    Medical report

    Background checkform

    For the mandatorydocuments requiredfor issue ofappointment letter,

    kindly refer to theMandatorydocuments forAppointmentunder guidelines.

    Refer toDocumentsrequired tocomplete joining

    formalities underGuidelines

    2.

    Candidate joins

    When the candidate joins, introduce the candidate to Field HR

    Close the SRS and update relevant SLA data

    If the candidate is joined through vendor, then inform therespective vendor about joining and arrange torelease the paymentof the vendor.

    If the candidate is joining from a sub-contractor- Field HR gets the

    confidentiality and IP protection agreement signed by candidate

    SRS is closed

    Vendor payment isreleased

    Confidentiality/ IPprotectionagreement signed

    of candidate fromsub-contractor

    ReferConfidentiality andIP ProtectionAgreementtemplate

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    3.1.2 Exit Criteria

    Candidate joins the BU

    SRS is fulfilled

    4.0Measurement

    The number of SRS closed within the SLA period

    The number of open SRS within SLA

    The number of open SRS outside SLA

    Technical evaluation success rate: Number of candidates selected in technical evaluation v/s shortlisted

    Joining success rate: Number of candidates joined v/s offered

    5.0Verification

    The process is audited by internal auditors for compliance every six months

    Head Recruitment periodically reviews the process to identify areas of improvement

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    6.0Guidelines

    6.1

    Talent Acquisition SLA

    Resource Cadre SLA in weeks

    A11 & A12 (General skills) 8 Weeks

    A11 & A12 (Niche skills) 14 Weeks

    A13 and above 14 Weeks

    6.2

    Sources of Recruitment

    Internal Sources:

    Buddy Referral

    All employees (below Level 31) on the pay roll, contract employees, employees on retainership and candidates who are inthe process of joining can refer potential candidates for employment. Employees who belong to TA team and HR team areexcluded from taking part in this process. Based on the requirement, the TA Team releases a circular, communicatingdetails about the open positions.

    Special Buddy Referral Scheme: On account of specific BU requirement (due to difficulty in obtaining the skill / timeconstraints / seniority of position), special Buddy Referral Schemes can be implemented, after approval by HeadRecruitment.

    Refer to http://insync.lntinfotech.com/HumanResource/default.aspx ->Buddy Referral Policy

    External Sources:

    Jobsites:

    On an annual basis, jobsites are evaluated and selected at the corporate level

    The TA teams are required to use only the designated jobsites

    Hiring Consultants:

    Hiring consultants are approved /empanelled based on recommendations from CRH / Corporate, after appropriateevaluation at corporate level.

    Subcontractors:

    A subcontractor is an individual who is on roll of external agency with whoma) An overall Business Associate agreement is signedb) Work order is signed w.r.t. each subcontractor.

    A subcontractor is hired by a general contractor (L&T Infotech) to perform a specific task as part

    of the overall project.

    Advertisements:

    Advertisements can be released in designated newspapers only. The CRH concerned initiates this process, with theapproval of Business Unit, Head Recruitment & HGBO. Corporate Communication team in turn will review this.

    6.3

    Evaluation Authority Table

    Important factors while identifying technical panel members for conducting interviews are:

    http://insync.lntinfotech.com/HumanResource/Domestic%20Policies%20%20Forms/Policies%20for%20B11/Policies%20from%20Recruitment%20Team/Buddy%20Referral%20Policy%201.5.pdfhttp://insync.lntinfotech.com/HumanResource/Domestic%20Policies%20%20Forms/Policies%20for%20B11/Policies%20from%20Recruitment%20Team/Buddy%20Referral%20Policy%201.5.pdf
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    The panel member should have experience/expertise in a similar domain/technology for which the candidate is beingconsidered

    Technical panel should have exposure in interviewing techniques/ experience in interviewing

    6.3.1 Interviewing authority for different levels are as below.

    Table shows candidates level & grade and the evaluation authority who would perform the technical and softskillevaluations.

    Level GradeInterviewing Authority

    HR Evaluation Preliminary Final

    A A11,A12 & A13 Team Leader / CRH A Level B/C

    B B11 & B12 CRH B Level B/C

    C 31 & above CRH /Head Recruitment CRH /Head Recruitment CEO

    6.4

    Compensation Fitment Deviations

    Occasionally, a deviation has to be made with regard to compensation fitment. Details of deviation (such as higher or lowervariable component, additional pay, skill allowance, additional Rex point, etc) made in the offer is tracked in Rex.

    Authorized Deviations are as follows:

    Deviation parameter Approving Authority

    Increase in Basic up to 10% or decrease in Basic Designated authority from BU (responsible for approvingREX)

    Additional Pay up to 30% of recommended gross Designated authority from BU (responsible for approvingREX)

    Up to 50% of AGVI Designated authority from BU (responsible for approvingREX)

    Notice Period Reimbursement Designated authority from BU (responsible for approvingREX)

    Relocation Expense Reimbursement Designated authority from BU (responsible for approvingREX)

    Joining Bonus Designated authority from BU (responsible for approvingREX)

    All other deviations Designated authority from BU (responsible for approvingREX)

    6.5

    Background Verification

    Background verification is performed for all new joinees, for all grades, within 90 days from date of joining through adesignated third party vendor. If the background verification result is negative, then the candidates employment isrelooked.

    6.6

    Reference Check

    Reference check is performed for all candidates joining at A-1-3 or above. TA team requests the candidate to provide tworeferences from the current or earlier organization. TA team verifies with the referred person about professional standingand performance of the candidate. If the Reference check result is negative, then the candidates employment is relooked.

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    6.7

    Mandatory Documents for Appointment

    The Appointment letter is issued after ensuring that the following documents are available, and in order.

    Approved Staffing Requisition Sheet (SRS)

    Employment Application Form

    Photograph

    Resume (hardcopy) of the candidate

    Interview Assessment Sheet (Filled up with specific recommendations by the interviewers concerned)

    Reference checks details for A13 and above

    Compensation fitment

    6.8

    Communication to other stakeholders

    Stakeholders are updated on a regular basis.

    Document Type Stakeholders Timeline

    Live offer list mail BU Heads, Ops. Heads and RPMs Weekly

    Recruitment Status Report HGBO, BU Heads and Ops. Heads Weekly

    Joining Docket Field HR Minimum two days prior to thecandidates DOJ

    6.9

    Documents Required to Complete Joining Formalities

    On the joining date, Field-HR will verify the following documents of the candidate:

    SSC & HSC or equivalent examination mark sheets

    Mark sheets of degree/diploma in Engineering/MCA/MBA of all semesters/years

    Proof of age either SSC or school leaving certificate

    Photocopy of previous experience certificates

    2 Passport size photographs

    Original relieving letter from the last company & experience certificates of previous companies

    The Verification Testimonials Form is filled in by the candidate with the relevant details and is verified. If anycertificate is not available, an undertaking has to be given by the candidate committing that it will be submitted withina stipulated period of time

    Salary slips (last 3 months)

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    7.0Annexure

    7.1

    Associated Templates, Tools and Checklists

    Sr.No

    Document Name Type

    1. ORH-01-01T.Interview Assess Form A.pdf Template

    2. ORH-01-02T.Interview Assess Form B.pdf Template

    3. ORH-01-03T.Interview Assess Form C.pdf Template

    5. ORH-01-05T.Reference check format.docx Template

    6. ORH-01-06T. Business Associate Agreement (Sub-Con).pdf Template

    7. ORH-01-07T-Checklist_and_Information_Sheet_Template.xls Template

    8. ORH-01-08T-HR_Interview_Evaluation_Sheet_Template.xls Template

    9. ORH-01-09T-Weekly_Report_Template.xlsx Template

    11. ORH-01-11T-Checklist_for_System_Entries_Template.xls Template

    12. ORH-01-12C-Authorized_Signatories_for_issuing_Appointment_letter.xlsx Checklist

    13. ORH-01-13T-Empolyment_Application_Form_Ver1.6.xlsx Template

    14. ORH-01-14T- Confidentiality and IP Protection Agreement.pdf Template

    15. ORH-01-15T- OTP Agreement (Domestic).pdf Template

    7.2

    References

    Refer to ORH-01-12C-Authorized_Signatories_for_issuing_Appointment_letter.xlsx for Authorized signatories inappointment letter.