Recruitment Policy and Procedure

eSoftDataSolutions Philippines highlights three important phases of the whole recruitment process. The first phase is Manpower Requisition; the second phase is Revalidation and Approval of the Manpower Request; and the third phase is Recruitment and Hiring. Albeit the three phases are independent from one another, each of the preceding phases needs to be successfully completed first in order for the succeeding phase to commence. In other words, the first phase is a pre-requisite of the second phase, whereas the second phase, in turn, is a pre-requisite of the third phase.

Phase1. Manpower Request from a Specific Team/Unit

Step 1. The process begins with manpower request from each unit/team. The Unit head studies and analyzes its current manpower setup and makes a forecast about its future manpower requirements. There are two possible reasons why a unit might establish the need for manpower:  first is to fill up an old post vacated by a previous employee; second is to request for a new position or additional manpower based on the current need of the team.

Step 2. The next step is for the unit head to fill out an official Personnel Requisition Form, which can be obtained from the HR Unit.

Step 3. After filling-out the Personnel Requisition form, the requesting unit can now submit the form to the Projects Operation Manager and Administration Manager for revalidation and approval.

Phase2. Approval of Manpower Request

 Step 1.Revalidation and Evaluation of Request by the Projects Operation Manager. The Projects Operation Manager (POM) plays an important role in the screening and revalidation of manpower request(s) from a specific unit. He can reject, defer, or recommend to higher management a certain manpower request based on the feasibility of the request.

Upon receipt of the Personnel Requisition from a specific unit/team, the POM revalidates the manpower need vis-à-vis the approved organizational chart. He also determines the necessity of the request.

If the POM approves the manpower request, he will then submit the requisition form to the Admin Manager for recommendation. If the request is denied, the requisition form will be returned to the requesting unit/team.

Step2. Recommendation from the Admin Manager. The Administration Manager is the one who gives the recommending approval to the board regarding the manpower requests. If the request is for a new manpower, the Admin Manager evaluates if it is budgeted or not. The request can be deferred or rejected if it is not budgeted. Otherwise, he signs the request and submits it to the board for final approval.

Step3. Decision of the Board. After due consideration and deliberation, the Board will decide and give the final approval or denial of the personnel requisition.

Phase3. Recruitment and Hiring

 Recruitment only begins after the HR Unit receives the approved requisition form from the management. Upon receipt of the approved personnel requisition form, the HR Unit formalizes the posting of a job vacancy.

Step1. Planning and Determining the Sourcing Procedure

The HR Executive determines how the talent requested will be sourced.

The first method is known as external sourcing, wherein manpower will be sourced from outside the organization. Potential employees can be discovered through means like recommendation by an outsourced recruitment agency, internal referrals, walk-ins, or through internet-based recruitment.  The second method is internal sourcing, wherein manpower is sourced from within the organization. This includes transferring an existing employee from one division to another, promoting an existing employee to a higher position, or by re-hiring former employees.

Step2. Identification and Pre-Selection of Candidates

After determining the sourcing procedure, the HR Unit then begins the CV sorting and evaluation procedure. They identify prospective candidates who have the required characteristics or qualifications. If the recruitment process involves the participation of an outsourced recruitment agency, the agency will be responsible for the initial screening and evaluation of the CVs. Afterwards, the agency will forward the CVs of shortlisted candidates to the HR Unit for further selection and for preliminary interviews.

Step3. Preliminary Interview and Assessment by the HR Executive

The HR Executive arranges and conducts preliminary interview (via telephone, skype/YM, or face-to-face). This is a screening interview that provides an opportunity for the HR Executive to meet several possible candidates (after CV sorting) and to screen them further to determine those that are most suitable for the position. This process is important because it will enable the HR Unit to recommend the best candidates for the next level of interview.

After the initial interview the HR Executive then proceeds to the second part of the screening process which is the clerical/administrative test to evaluate the administrative and clerical capability of the candidates necessary for the basic work or job responsibility.

Step4. Shortlisting of Final Candidates

From the preliminary interview and Clerical Test, the HR Executive selects and shortlists candidates for final interview. Shortlisted candidates are invited to undergo the final panel interview by the Administration Manager and the Operations Manager.

Step5. Panel Interview (Final Interview)

The Final interview is in the form of in-depth interview. The candidate is probed thoroughly both in terms of technical and behavioral qualities by a panel. The final decision on whether the candidate is successful in the application process will be determined by a group of people, not by a single individual. This step is advisable not only because it will allow the company to select the best candidate for the position but also because it will help promote ethical standards in the recruitment process. A candidate will be hired because his/her skills and experience will bring added value to the organization and not because he or she has benefitted from the favor of an internal supporter.

Step6. Pre-Selection, Background Checking and Initial Training

Using a set of criteria, the panel selects the best candidate. Afterwards, the HR Executive conducts the standard background checking procedure for the pre-selected candidate. Basically, this process is significant to confirm information stipulated by the candidate on the employment application and Curriculum Vitae, and to identify potential hiring risks for safety and security reasons.

If training and development is required (like in the case of medical records reviewer), the selected candidate(s) is invited for a training workshop prior to sending him/her an employment offer.

Step7. Employment Offer

After the selected candidate has passed the background check process and the initial training workshop, the HR Executive prepares the employment offer and sends it to the selected candidate for his/her acceptance.

Step8. Employment Processing and Gathering of Employment Documents from the Incoming Staff

After the selected candidate has signed the offer letter, he/she is required to submit the following pre-employment documents: Medical Certificate, NBI Clearance, SSS No., and other documents

Step9. Onboarding of the Incoming Staff

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