Staffing Lifecycle by Hemant Prasad (mail2hemant@gmail.

com)

BD

Recruiter

HR

Finance

Hemant

Diff. Sources of getting prospective clients

New Client
Agreement & Rate Card Sign-up

Payment Collection

Staffing LifeCycle
Requirements Invoicing

Candidate Sourcing, Validation & Submittals

Time-Sheet Submission / Approval

Selection process/coordination with client

Request for Work Order from Client

Selection confirmation / BG Check

Joining / Induction/ Deployment Offer the candidate

BD

Recruiter

HR

Finance

Hemant

Diff. Sources of getting prospective clients

NASSCOM Directory STPI Directory Newspaper / Print / Electronic Media Job Portals On-line Directories Existing clients of other BUs within organization

BD

Recruiter

HR

Finance

Hemant

Agreement & Rate Card Sign-up

Agreement: A general service agreement includes the following

1. 2. 3. 4. 5. 6. 7. Name & registered office address of Client & Service Provider Services to be provided Confidentiality Non-hiring / Non-competing Payment terms & conditions Termination / Arbitration Validity & review period

Rate Card:
1. 2. Per man month rates of contractual work force for different skills sets & exp. Level Validity & review period

BD

Recruiter

HR

Finance

Hemant

Requirements

Manpower Requirement Specifications

Client request for manpower should include the following:

1. 2. 3. 4. 5. 6. 7. 8. 9.

Position Title No. of Positions Technologies / Skillset Exp. Level Educational Qualification Certifications Budget Time-frame to close Location of Work

BD

Recruiter

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. Candidate submission to client Selection/interview process co-ordination

BD

Recruiter

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

At least Last 2 Employment details / Duration / Role / CTC Details Educational credentials

BD

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
Intimation Letter addressing to client for deployment of resource

BD

Recruiter

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
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

BD

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
Candidate Signature with date Approving authority Signature with date

BD

Recruiter

HR

Finance

Hemant

Invoicing

Monthly Invoice Few necessary details to be furnished in Invoice

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 BD Recruiter HR Finance

Hemant

Payment Collection

Payment Collection Methods

By Cheque On-Line Transaction

Deductions:
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.

BD

Recruiter

HR

Finance

Hemant