1. Recruitment Process
Version: Draft
Development by
Md. Mushfiqur Rahman
Project Manager, Software
+88 016 78 14 13 50
rahman.mushfique@gmail.com
July 12
2012
Author
Md. Mushfiqur Rahman
Project Manager, Software
This document describes the recruitment and service confirmation
process.
Recruitment,
Permanent,
Training need,
Major strength

2. Recruitment Process
TABLE OF CONTENTS
1
Introduction ............................................................................................................... 2
2
About this document ................................................................................................. 2
3
Purpose of the Process ............................................................................................. 2
4
Scope ........................................................................................................................... 2
5
Definitions .................................................................................................................. 2
6
Recruitment lifecycle flow chart ............................................................................. 4
7
Participating role wise tasks and responsibilities ................................................ 5
8
Tailoring Options ....................................................................................................... 7
9
Process information .................................................................................................. 7
10 Sign–off and acknowledgement .............................................................................. 8
10.1 Acknowledgement of recruiting department .................................................................... 8
10.2 Approval of Management ................................................................................................ 8
11 Document information .............................................................................................. 8
12 Revision History of the document ........................................................................... 8
Process ID
:
HR-RP.PI-001
Document ID
:
HR-RP.DI-001
Page 1 of 8

3. Recruitment Process
1
Introduction
HR recruitment is always one of the most important tasks for a knowledge- work based organization. The
crucial part of this process is to identify the right person for the right position through proper assessment of
real time competencies & weaknesses, and to plan the effort required for the employee so that the future
expectation to the recruited employee or step by step succession planning may be logically derived.
2
About this document
This recruitment process is developed to identify proper human resource for a related position. Also it
provides guidelines for making an employee permanent, understanding strength and training need of an
employee. This document contains step by step to- dos those are to be performed by related roles. Related
forms in each step are also attached herewith.
3
Purpose of the Process
Purpose of the process is to have a structured recruitment life cycle with rational for every activity in
recruitment.
4
Scope
Anyone on this planet may use this process in any form, in own understanding and responsibilities. Anyone
may correct errors in definitions or improve in process or related document list. The document has been
shared with a mind set to help those who need it.
Like is not desired, suggest if any improvement is required and get benefit by using it. I believe it may be
very much helpful to develop a computerized system, extending this document into a DFD document.
5
Definitions
Description
Item
Job
:
Task
:
Job Analysis
:
Job Information
:
Process ID
:
HR-RP.PI-001
Job is a group of similar type of duties, responsibilities, and tasks
those are (1) defined and specific and (2) can be accomplished,
quantified, measured and rated and are related by similarity of
functions.
A task, also defined as activity, is a unit of to- do that needs to be
accomplished within a defined period of time or by a deadline, along
with specific knowledge areas and skills those are required for each
task.
When someone receives a task, s/he may break down the task into a
step- by- step subtasks to accomplish the task.
A job analysis is the process used to collect information about the
duties, responsibilities, necessary skills, outcomes, and work
environment of a particular job. You need as much data as possible to
put together a job description, which is the frequent outcome of the
job analysis. Additional outcomes include recruiting plans, position
postings and advertisements, and performance development planning
within your performance management system. Job description and
Job specification are the outputs of Job Analysis those are recorded
under a job information
Job information is job title wise job description, job specification or
person specification. We maintain job information with a job
information number to keep consistencies in job description and job
specification for a particular job, always denoted by a job title.
Document ID
:
HR-RP.DI-001
Page 2 of 8

4. Recruitment Process
Job description
:
Job description includes basic job-related data that is useful to
advertise a specific job and attract a pool of talent. It includes
information such as job title, job location, reporting to and of
employees, job summary, nature and objectives of a job, tasks
and duties to be performed, working conditions, machines, tools
and equipment to be used by a prospective worker and hazards
involved in it.
Job specification
:
A job specification describes the knowledge, skills, abilities,
education and experience those are essential to perform a
particular job. It is essential to match the right person to the job.
Job specification is an output of Job analysis.
Vacancy analysis
:
Analyzing the position information and functions of a vacant
position to identify the impact of not refilling or delaying the
recruitment of this position etc.
Vacant position
:
Employee Requisition Form (ERF)
:
The position which has job information and an employee is
required or was employed to perform according to job
information but currently there is no dedicated employee to
perform the job.
A form to be completed and submitted by a department to HR
department to hire an employee. The form contains the
information of number of positions, duties, responsibilities etc.
Employee requisition register (ERR)
:
Evaluation Committee (IB)
:
Information update sheet (IPS)
:
Information update sheet is a document which is created for each
ERF and is updated whenever any information is required to be
circulated among the related persons.
Question Paper(QP)
:
Question paper is a set of questions prepared for evaluating the
technical and soft skills of an expected interviewee. Question
paper will be prepared by the interview board for each Employee
Requisition.
Evaluation Criteria
:
Evaluation Criteria is a guideline against which suitability of an
individual, performanceand conformance are measured.
Interviewee/ Employee Evaluation Worksheet
(EEW)
:
A pre designed work sheet that is used to evaluate an
interviewee/employee both in joining, service confirmation,
performance appraisal etc.
Interviewee/Employee Evaluation Report (EER)
:
A report prepared from the interviewee/employee evaluation
form by the authorized person.
References Checking
:
The references shown by the candidates are to be checked if
they comply to be reference.
Offer for employment
:
EmployeeRequisition ID (HRI)
:
An invitation to an employee who has been selected, whether he
or she has applied for a job, or not before finalizing the
appointment. The offer contains the details of employment.
All Employee Requisition Form (ERF) will have a unique ID to
track an ERF.
Interviewee Evaluation No (IEN)
:
Job information no (JIN)
:
Process ID
:
HR-RP.PI-001
A register to summarize the employee required by the
departments. The register may be maintained by HR or/and
recruitment department.
Evaluation Committeeis a group of interviewersto perform defined
duties related to recruitmentof particular HR requisition. The
interview board is prepared at the time of preparing HR
requisition form.
Each Interviewee Evaluation Worksheet will have a unique
Number to track the Interviewee Evaluation Worksheet and
prepare the report.
We will consider Job information no as a tracking ID in which a
job related information like job description, job specification,
Competencies / Performance Criteria, Interview Questions &
Structured Application Forms will be recorded for tracking
properly.
Document ID
:
HR-RP.DI-001
Page 3 of 8

5. Recruitment Process
6
Recruitment lifecycle flow chart
Task analysis: Job
volume increased for
existing employees
1.
2.
Job analysis: reclassification of
job of existing employees or
vacant position
Job information
HR need
identification
Identification of HR need and prepare
Job Information
Start
No
Requisition
approved?
Yes
Posting the job opening
Preparation to conduct the interview
Candidate
Application Processing
Interview Process
Hire an applicant
Search Conclusion
Preparing the checklist of logistics
Joining an employee, providing
logistics to employee
END
Process ID
Service confirmation worksheet
and recommendation
Service confirmation of employee
:
HR-RP.PI-001
Document ID
:
HR-RP.DI-001
Page 4 of 8

6. Recruitment Process
7
Participating role wise tasks and responsibilities
Participating
person(s)/department(s)
Tasks
Project Manager
/Development team
leader
Responsibilities
Project Manager
To analyze the task or Job of existing
employees or vacant position to identify the
Job Information
-
Identification of HR
need and prepare Job
Information
-
To identify/conduct/verify and approve the
job/vacancy analysis.
Consider what would happen if this job were not
filled or performed and What can we learn from our
past five years’ experience with this position?
01. Job analysis document
02. Job information register
Related documents
Prepare & complete the
HR requisition Form
Project Support officer
-
Posting the job opening
Department of HR,
Finance & Accounts
-
01.
02.
03.
04.
05.
06.
Related documents
Preparation to conduct
the interview
-
:
Prepare question paper
Set other Evaluation Criteria
01. Question paper for written test
02. Question paper for interview
-
Process ID
AnalyzingERF and arrange approval of
therequisition.
To approve the HR budget and job posting
expense.
Toannouncethe ‘Position vacant’.
To update the Information update sheet.
Employee Requisition Form (ERF)
Employee requisition register (ERR)
Evaluation Committee
Information update sheet
Job posting document
Information update sheet.
Evaluation Committee
Related documents
Application Processing
To prepare the Job information wise
Employee requisition Form (ERF)
To submit the HRF to HRD.
To update Employee requisition register
To prepare the Evaluation Committee.
To prepare the Information update sheet
and to send to HRD.
Project Support officer
HR-RP.PI-001
-
To short list the CVs comparing with the job
specification and requirements
To prepare the schedule with short- listed
candidates and the interview board for
Interviews.
Document ID
:
HR-RP.DI-001
Page 5 of 8

7. Recruitment Process
Related documents
Conduct evaluation
01. CVs of candidates from CV receiving authority.
02. Candidate register of attendance (CRA)
03. Interview schedule
To conduct interview:
1. Written- Departmental
2. Practical- optional, depending on
position, employment and
recruitment type
Evaluation Committee
3. Viva
4. HR Assessment- HRD
To complete the evaluation worksheet
To prepare Interviewee evaluation report
To submit to Project Manager
01. Interviewee evaluation worksheet
02. Intervieweeevaluation report
Related documents
To check the references mentioned in CV
through email and/or telephonic
conversation.
To offer the selected candidates for the
position.
Department of HR
To issue of appointment letter in favor of
candidate and other formal documents if the
candidate accepts the offer.
To inform the recruiting department
properly about current recruitment status of
the candidate.
01. Employment Reference check request Form
02. Offer Letter
03. Appointment letter
04. Employee requisition register (ERR)
05. Appointment letter register
06. Information update sheet.
-
Hire an applicant
Related documents
Search Conclusion
Department of HR
Related documents
Preparing the checklist
of items to be provided
to new employee
01. Information update sheet
Project Support officer
-
Department of HR,
Finance & Accounts,
Recruiting department
-
Process ID
:
To prepare the logistics required for the new
employee on the predefined form.
01. Item requisition form
02. Item requisition register
Related documents
Joining an employee
To close all activities to search candidate
after the candidate has accepted the job
offer
HR-RP.PI-001
To receive the joining letter after the new
employee has joined in the organization
To introduce the employee to the
organization.
To provide logistics
Document ID
:
HR-RP.DI-001
Page 6 of 8

8. Recruitment Process
01.
02.
03.
04.
Related documents
Evaluation and
recommendation to
confirm service as
permanent of an
employee (when
applicable)
Development team
leader, Project Manager
Related documents
Service confirmation
-
To monitor the task list and to prepare
related worksheet and forward to
department head.
Department head will forward the report
with necessary request to Department of
HR.
01. Employee evaluation worksheet
02. Employee evaluation report
-
Department of HR
Related documents
8
Joining Letter
Welcome note to all employees
User wise Item list
Job description
Totake necessary steps to make an
employee permanent.
01. Job confirmation letter.
02. Extension of probationary letter
Tailoring Options
SN
Condition
Tailoring
1
Any condition / situation arises about what the
process has no guideline
inform PM and HRD through email for further
proceed, update the situation in Lesson Learned
Database
2
If thecandidate evaluation step needs to be is
be minimized,
then decision should be objectively evaluated in
Decision Analysis and Resolution (DAR).
9
Process information
Process Title
:
Recruitment Process
Process ID
:
HR-RP.PI-001
Processdeveloped by
:
Md. Mushfiqur Rahman
Designation
:
Project Manager
Department
:
Software
Process submitted date for approval
:
Thursday, July 12, 2012
Signature
:
Process ID
:
HR-RP.PI-001
Document ID
:
HR-RP.DI-001
Page 7 of 8

9. Recruitment Process
10 Sign–off and acknowledgement
10.1 Acknowledgement of recruiting department
I have read and understood the HR recruitment process. I agree that the process will be effective to
evaluate candidates at current situation.
Comments (if any):
_____________________________________
Name
:
Designation
:
10.2 Approval of Management
HR recruitment is always one of the most important tasks for a knowledge- work based organization. The
crucial part of this process is to identify the right person for the right position through proper assessment of
real time competencies & weaknesses, and to plan the effort required for the employee so that the future
expectation to the recruited employee or step by step succession planning may be logically derived.
This document contains step by step to- dos those are to be performed by related roles. Related forms in
each step are also attached herewith.
Comments:
_____________________________________
Name
:
Designation
:
Department
:
11 Document information
Document Title
:
Recruitment Process
Document ID
:
HR-RP.DI-001
Document category
:
HR recruitment process Document
Document prepared by
:
Md. Mushfiqur Rahman
Document prepared date
:
Thursday, July 12, 2012
12 Revision History of the document
Any revision of this document is subject to change in recruitment process and modification of document
content ad format.
Version #
Draft
Date
Name & designation
Reason
Md. Mushfiqur Rahman,
Thursday, July 12, 2012
Signature
Created
Project Manager
The file is ended here with 09 (nine) pages. Changes or enhancements recommendations of the process
will be documented with revision history and the version will be finalized.
Process ID
:
HR-RP.PI-001
Document ID
:
HR-RP.DI-001
Page 8 of 8