Staffing Lifecycle
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Staffing Lifecycle by Hemant Prasad ([email protected])
BD
Recruiter
HR
Finance
Hemant
Diff. Sources of getting prospective clients
New Client Agreement & Rate Card Sign-up
Payment Collection
Staffing LifeCycle Invoicing
Requirements
Time-Sheet Submission / Approval
Candidate Sourcing, Validation & Submittals
Request for Work Order from Client
Selection process/coordination with client
Selection confirmation / BG Check
BD
Recruiter
HR
Finance
Joining / Induction/ Deployment Offer the candidate
Hemant
Diff. Sources of getting prospective clients
NASSCOM Directory STPI Directory Newspaper / Print / Electronic Media Job Portals On-line Directories Existing clients of other BU’s within organization
BD
Recruiter
HR
Finance
Hemant
Agreement & Rate Card Sign-up
Agreement: A general service agreement includes the following 1.
Name & registered office address of Client & Service Provider
2.
Services to be provided
3.
Confidentiality
4.
Non-hiring / Non-competing
5.
Payment terms & conditions
6.
Termination / Arbitration
7.
Validity & review period
Rate Card:
BD
1.
Per man month rates of contractual work force for different skills sets & exp. Level
2.
Validity & review period
Recruiter
HR
Finance
Hemant
Requirements
Manpower Requirement Specifications Client request for manpower should include the following:
BD
Recruiter
1.
Position Title
2.
No. of Positions
3.
Technologies / Skillset
4.
Exp. Level
5.
Educational Qualification
6.
Certifications
7.
Budget
8.
Time-frame to close
9.
Location of Work
HR
Finance
Hemant
Candidate Sourcing, Validation & Submittals
Sourcing: Different Sources 1. 2. 3. 4.
Existing internal Database Job portals Reference / Head-Hunting On-line groups / directories
Validation: Few queries for candidate 1. 2. 3. 4. 5. 6. 7. 8.
Current company details (profile/size/location/website) Current project details (Client name/functionality/Start date/possible end date/reporting/team size) Role & responsibilities in current project Which different domains he/she has worked on? How many projects he/she has executed in his/her core technology area? What kind of opportunity he /she is looking for? Then brief him about your organisation & what can you offer him (work/project)……ask for his interest level & any query is he has….. Reason for change/CTC details/Availability
Submission to client 1. 2.
BD
Recruiter
Candidate submission to client Selection/interview process co-ordination
HR
Finance
Hemant
Selection confirmation / BG Check
Selection Confirmation
There should be a written communication from client confirming the selection of the particular candidate stating his/her full name & technology area.
Background Check: Background check information should include the following
BD
At least Last 2 Employment details / Duration / Role / CTC Details
Educational credentials
Recruiter
HR
Finance
Hemant
Offer the candidate
Offer Letter Format Date of Offer Letter [Candidate Name] [Address] Dear [Candidate Name], We are glad to offer you a position in our organization as [Designation] on an annual CTC of [Salary Package]. The exact break up of this will be given to you at a later date along with the appointment letter. A list of the documents you are required to bring at the time of joining is also herewith attached. We would appreciate your coming on board latest by [Date of Joining] Your confirmation and salary review will be based on your performance and this will be after six months from the date of your joining. Your appointment will come into effect only on production of all documents mentioned in the annexure. With best wishes, Yours truly, for [Company Name] [HR Person Name] [Designation] DOCUMENTS REQUIRED AT THE TIME OF JOINING: Certificates and mark sheets from matriculation onwards in original/ duplicate Test score sheets and candidate ID No. of any professional certification tests Three passport size photographs. Copy of Appointment letter along with letter of increment / promotion if any from previous company. Letter of relieving / copy of receipt of resignation from the last company. Medical certificate from a registered medical practitioner Copy of experience certificate from all previous employers (if previously employed) Copy of last salary slip/ salary certificate (if previously employed) Form 16 or any authorised letter from your previous employer mentioning the tax deducted at source
BD
Recruiter
HR
Finance
Hemant
Joining / Induction/ Deployment
Joining process:
Joining report fill-up
Documents Submission & verification
Appointment Letter
Induction:
Introduction about company / Management / Vision / Mission / History / HR policies etc.
Deployment
BD
Recruiter
Intimation Letter addressing to client for deployment of resource
HR
Finance
Hemant
Request for Work Order from Client
Purchase Order (PO) / Work Order / Statement of Work (SOW) Few necessary details to be furnished in Work Order
BD
PO reference number
Name & address of issuer
Name & address of Service provider
No. of Resources
Resource name (If required)
Unit Price / Rates
Start Date – End Date
General terms & conditions
Payment terms & conditions
Deliverables of deployed resources
Recruiter
HR
Finance
Hemant
Time-Sheet Submission / Approval
Time-Sheet must include the following information
Resource Name
Project Name
Reporting Authority
Total No. of days worked Leaves Holidays Compensatory Off
Approval
BD
Candidate Signature with date
Approving authority Signature with date
Recruiter
HR
Finance
Hemant
Invoicing
Monthly Invoice Few necessary details to be furnished in Invoice
BD
Date & Invoice reference number
PO Reference Number
Name & address of Client
Name & address of Service provider
No. of Resources
Resource name (If required)
Unit Price / Rates
No. of working Days
Billable Amount
Taxes payable
Total Amount
Payment terms & conditions
Recruiter
HR
Finance
Hemant
Payment Collection
Payment Collection Methods
By Cheque
On-Line Transaction
Deductions:
BD
Client should deduct TDS (Tax Deduction at Source) as per the govt. policy from the total billed amount in Invoice
*
Service Provider should collect TDS Certificate from Client to claim back the tax paid to Govt.
Recruiter
HR
Finance
Hemant
BD
Recruiter
HR
Finance
Hemant
Diff. Sources of getting prospective clients
New Client Agreement & Rate Card Sign-up
Payment Collection
Staffing LifeCycle Invoicing
Requirements
Time-Sheet Submission / Approval
Candidate Sourcing, Validation & Submittals
Request for Work Order from Client
Selection process/coordination with client
Selection confirmation / BG Check
BD
Recruiter
HR
Finance
Joining / Induction/ Deployment Offer the candidate
Hemant
Diff. Sources of getting prospective clients
NASSCOM Directory STPI Directory Newspaper / Print / Electronic Media Job Portals On-line Directories Existing clients of other BU’s within organization
BD
Recruiter
HR
Finance
Hemant
Agreement & Rate Card Sign-up
Agreement: A general service agreement includes the following 1.
Name & registered office address of Client & Service Provider
2.
Services to be provided
3.
Confidentiality
4.
Non-hiring / Non-competing
5.
Payment terms & conditions
6.
Termination / Arbitration
7.
Validity & review period
Rate Card:
BD
1.
Per man month rates of contractual work force for different skills sets & exp. Level
2.
Validity & review period
Recruiter
HR
Finance
Hemant
Requirements
Manpower Requirement Specifications Client request for manpower should include the following:
BD
Recruiter
1.
Position Title
2.
No. of Positions
3.
Technologies / Skillset
4.
Exp. Level
5.
Educational Qualification
6.
Certifications
7.
Budget
8.
Time-frame to close
9.
Location of Work
HR
Finance
Hemant
Candidate Sourcing, Validation & Submittals
Sourcing: Different Sources 1. 2. 3. 4.
Existing internal Database Job portals Reference / Head-Hunting On-line groups / directories
Validation: Few queries for candidate 1. 2. 3. 4. 5. 6. 7. 8.
Current company details (profile/size/location/website) Current project details (Client name/functionality/Start date/possible end date/reporting/team size) Role & responsibilities in current project Which different domains he/she has worked on? How many projects he/she has executed in his/her core technology area? What kind of opportunity he /she is looking for? Then brief him about your organisation & what can you offer him (work/project)……ask for his interest level & any query is he has….. Reason for change/CTC details/Availability
Submission to client 1. 2.
BD
Recruiter
Candidate submission to client Selection/interview process co-ordination
HR
Finance
Hemant
Selection confirmation / BG Check
Selection Confirmation
There should be a written communication from client confirming the selection of the particular candidate stating his/her full name & technology area.
Background Check: Background check information should include the following
BD
At least Last 2 Employment details / Duration / Role / CTC Details
Educational credentials
Recruiter
HR
Finance
Hemant
Offer the candidate
Offer Letter Format Date of Offer Letter [Candidate Name] [Address] Dear [Candidate Name], We are glad to offer you a position in our organization as [Designation] on an annual CTC of [Salary Package]. The exact break up of this will be given to you at a later date along with the appointment letter. A list of the documents you are required to bring at the time of joining is also herewith attached. We would appreciate your coming on board latest by [Date of Joining] Your confirmation and salary review will be based on your performance and this will be after six months from the date of your joining. Your appointment will come into effect only on production of all documents mentioned in the annexure. With best wishes, Yours truly, for [Company Name] [HR Person Name] [Designation] DOCUMENTS REQUIRED AT THE TIME OF JOINING: Certificates and mark sheets from matriculation onwards in original/ duplicate Test score sheets and candidate ID No. of any professional certification tests Three passport size photographs. Copy of Appointment letter along with letter of increment / promotion if any from previous company. Letter of relieving / copy of receipt of resignation from the last company. Medical certificate from a registered medical practitioner Copy of experience certificate from all previous employers (if previously employed) Copy of last salary slip/ salary certificate (if previously employed) Form 16 or any authorised letter from your previous employer mentioning the tax deducted at source
BD
Recruiter
HR
Finance
Hemant
Joining / Induction/ Deployment
Joining process:
Joining report fill-up
Documents Submission & verification
Appointment Letter
Induction:
Introduction about company / Management / Vision / Mission / History / HR policies etc.
Deployment
BD
Recruiter
Intimation Letter addressing to client for deployment of resource
HR
Finance
Hemant
Request for Work Order from Client
Purchase Order (PO) / Work Order / Statement of Work (SOW) Few necessary details to be furnished in Work Order
BD
PO reference number
Name & address of issuer
Name & address of Service provider
No. of Resources
Resource name (If required)
Unit Price / Rates
Start Date – End Date
General terms & conditions
Payment terms & conditions
Deliverables of deployed resources
Recruiter
HR
Finance
Hemant
Time-Sheet Submission / Approval
Time-Sheet must include the following information
Resource Name
Project Name
Reporting Authority
Total No. of days worked Leaves Holidays Compensatory Off
Approval
BD
Candidate Signature with date
Approving authority Signature with date
Recruiter
HR
Finance
Hemant
Invoicing
Monthly Invoice Few necessary details to be furnished in Invoice
BD
Date & Invoice reference number
PO Reference Number
Name & address of Client
Name & address of Service provider
No. of Resources
Resource name (If required)
Unit Price / Rates
No. of working Days
Billable Amount
Taxes payable
Total Amount
Payment terms & conditions
Recruiter
HR
Finance
Hemant
Payment Collection
Payment Collection Methods
By Cheque
On-Line Transaction
Deductions:
BD
Client should deduct TDS (Tax Deduction at Source) as per the govt. policy from the total billed amount in Invoice
*
Service Provider should collect TDS Certificate from Client to claim back the tax paid to Govt.
Recruiter
HR
Finance
Hemant
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