ORH-00-01P-Talent Acquisition For Billable Resources Offshore

Talent Acquisition for Billable Resources Offshore

Operational Layer
Ver 1.1/ March 8, 2011


ORH-00-01P Page 2 of 18
Ver.1.1 / March 8, 2011 L&T Infotech Proprietary

Table of Contents

1.0 Introduction ................................................................................................................. 3
1.1 Scope ....................................................................................................................... 3
1.2 Process Owner ............................................................................................................ 3
1.3 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 .................................................................................................. 15
6.2 Sources of Recruitment ................................................................................................ 15
6.3 Evaluation Authority Table ............................................................................................ 15
6.4 Compensation Fitment Deviations .................................................................................... 16
6.5 Background Verification ................................................................................................ 16
6.6 Reference Check......................................................................................................... 16
6.7 Mandatory Documents for Appointment ............................................................................. 17
6.8 Communication to other stakeholders ............................................................................... 17
6.9 Documents Required to Complete Joining Formalities ........................................................... 17
7.0 Annexure ...................................................................................................................18
7.1 Associated Templates, Tools and Checklists ....................................................................... 18
7.2 References ................................................................................................................ 18



1.0 Introduction
Recruitment process is to ensure that vacancies (as denoted by approved SRS) are filled with appropriate candidates taking
into 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



2.0 Terms 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 Request
SLA Service Level Agreement
SRS Staffing Requisition Sheet
TA Talent Acquisition

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



3.0 Talent 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



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 are
not available then the CVs need to be sourced. Otherwise
recruiter can start with screening process.
Based on past experience, understand the difficulty in fulfilling
the requirement, Identify appropriate methods for sourcing
amongst following methods
o Internal sourcing
- Buddy Referral
o External sourcing
- Jobsites
- Sub-contractors
- Hiring consultants
- Advertisements
Based on earlier experience of success rate, estimate no. of CVs
required to be sourced for fulfilling the requirement.
Prepare plan for addressing the resource needs and discuss the
Plan for addressing
resource needs
(Mandatory for
resource
requirements > 5)
Refer SmarTrack
for SOR & SRS
details

Refer to SLA section
under guidelines.



Sr.
No.
same with respective RPM and/or CTP (Mandatory in case the
resource 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 managing
Walk-ins and advertisements)
Based on the prior experience if it looks extremely difficult to
fulfill the resource requirements raise it with CTP/ RPM. RPM/ CTP
can see if any alternate arrangement is possible (such as cross
skilling).

3.1.1.2 Sourcing
Sr.
No.
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/
Subcontractor
capability 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 the
requirements
If suitable CVs are not available, then get CVs from identified job
sites
CVs Approved job sites
Sourcing through Buddy Referral TA team responsible for facilitating Buddy Referral.



Sr.
No.
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 candidate
joins
Associates get bonus credited into their account, if they along
with their referred candidate are on rolls for 3 months from the
date of joining of the candidate
Other than Buddy referral schemes, employees can refer their
friends through the buddy id. CVs referred by employees are
screened and updated in common database by central team.
Buddy Referral
published
CVs
Here CVs
are
Buddy
Referral
responses



3.1.1.3 Screening & Shortlisting
Sr.
No.
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 the
requirement.
Contact the candidates and check the following
o Experience (by probing on experience mentioned in CV, role
performed, type of projects worked, client facing
experience etc.).
o Other soft skills (such as communication skills/ leadership
etc.)
o Flexibility of person (for location/ role/ type of work, open
for onsite)
o Interest in joining L&T Infotech.
o Salary expectations (and check whether it fits in L&T
Infotechs 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 BU
represent tative (coordinating for the respective resource
requirements)
Along with RPM (or nominated person from BU) identifies the
technical panel members
List of short-listed
candidates
List of interview
panel members

4.
List of short-listed candidates Recruiter does the following:
Schedules the interview
Interview schedule



Sr.
No.
Communicates the interview details to panel members and
candidates



3.1.1.4 Evaluation

Sr.
No.
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, arrange
week-end drives for shortlisted candidates.
Employment
Application form

Employment
Application
form 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 through
combination of technical test and interview. Interviews to be
conducted by means of either telephone call / personal interview /
video conferencing. (Note: Atleast one interview should be taken
either face-to-face or through video conferencing)
Records the evaluation in the appropriate evaluation sheet for each
candidate
Technical
Evaluation
Refer to Tools and
templates for
evaluation sheets.
HR Evaluation CRH/recruiter is responsible
3.
Technical Evaluation sheets CRH/ Recruiter does the following:
Evaluates the selected candidates (who have cleared the technical
evaluation), for soft skills
Records the evaluation in the appropriate evaluation sheet for each
candidate
HR Evaluation
sheet
List of eligible
candidates after
evaluation

Refer to Tools and
templates for
evaluation sheets.



3.1.1.5 Offer and Pre-joining formalities

Sr.
No.
Compensation Fitment CRH is responsible
4.
List of eligible candidates TA Team does the following:
Computes the compensation package (Salary Card) for the selected
candidates based on the following details of the candidate:
o Academic & professional qualification
o Existing compensation & benefits
o Experience
o Uses REX (Relevant Experience) tool for calculating fitment of
employee ensuring parity
Communicates REX card and Salary card to authorized person in the
BU
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 and
Salary 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 if
the candidates salary proposition can fit under compensation
fitment deviations, with approval from relevant authority
If compensation package is acceptable to candidate, issues salary
card and offer letter
Salary card
Offer letter

Refer to
"Compensation
Fitment Deviations"
under guidelines.
Appointment TA team is responsible for appointment



Sr.
No.
1.
Accepted offer letter TA team does the following:
Direct the candidate to undergo a medical check-up at a medical
center designated by the organization. If the report is not
acceptable, withdraw the offer
Verify the necessary documents
Issue the appointment letter to candidate
Communicate to Field HR about joining of the candidate for further
processing
Keep continual contact with the candidate

Appointment letter
Medical report
Background check
form

For the mandatory
documents required
for issue of
appointment letter,
kindly refer to the
Mandatory
documents for
Appointment
under guidelines.

Refer to
Documents
required to
complete joining
formalities under
Guidelines
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 the
respective vendor about joining and arrange torelease the payment
of 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 is
released
Confidentiality/ IP
protection
agreement signed
of candidate from
sub-contractor

Refer
Confidentiality and
IP Protection
Agreement
template



3.1.2 Exit Criteria
Candidate joins the BU
SRS is fulfilled
4.0 Measurement
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

5.0 Verification
The process is audited by internal auditors for compliance every six months
Head Recruitment periodically reviews the process to identify areas of improvement



6.0 Guidelines
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 in
the process of joining can refer potential candidates for employment. Employees who belong to TA team and HR team are
excluded from taking part in this process. Based on the requirement, the TA Team releases a circular, communicating
details about the open positions.

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

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 appropriate
evaluation at corporate level.

Subcontractors:
A subcontractor is an individual who is on roll of external agency with whom
a) An overall Business Associate agreement is signed
b) 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 the
approval 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:



The panel member should have experience/expertise in a similar domain/technology for which the candidate is being
considered
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 softskill
evaluations.
Level Grade
Interviewing 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 lower
variable 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 approving
REX)
Additional Pay up to 30% of recommended gross Designated authority from BU (responsible for approving
REX)
Up to 50% of AGVI Designated authority from BU (responsible for approving
REX)
Notice Period Reimbursement Designated authority from BU (responsible for approving
REX)
Relocation Expense Reimbursement Designated authority from BU (responsible for approving
REX)
Joining Bonus Designated authority from BU (responsible for approving
REX)
All other deviations Designated authority from BU (responsible for approving
REX)
6.5 Background Verification
Background verification is performed for all new joinees, for all grades, within 90 days from date of joining through a
designated third party vendor. If the background verification result is negative, then the candidates employment is
relooked.
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 two
references from the current or earlier organization. TA team verifies with the referred person about professional standing
and performance of the candidate. If the Reference check result is negative, then the candidates employment is relooked.



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 the
candidates 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 any
certificate is not available, an undertaking has to be given by the candidate committing that it will be submitted within
a stipulated period of time
Salary slips (last 3 months)



7.0 Annexure

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 in
appointment letter.

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