Stakeholders & Recruitment Activities _LINKS for Process Diagram

Steps described for each process stakeholder and linked to recruitment workflow diagrams

Stakeholder	Abbreviation	Jira/JSM Role	Activities
Business Unit Manager	BUM	Reporter Approver	Defines the need for a new position to be opened Fill in requisition form and submit via employee help desk to initiate new recruitment process Approve compensation / payroll structure proposed by HRM & approved by CCM
Talent Acquisition Manager	TAM	Project Lead Default Assignee	submit requests via employee service portal for setting up a recruitment dashboard & analytics dashboard be assigned as project lead + Requests access for provides the list of RTMs who should be granted access to dashboard → automated notification sent to BUM Create Calendly link for scheduling interviews and submits it via Employee service portal (it gets imbedded into automated emails for applicants who are invited for interviews) Instruct RTMs who will be interviewing candidates to create Calendly links and submit them Assigns RTMs for 1st CV screening Update status of screened candidates for either “unsuccessful screening” (by pulling the candidate’s card into the respective column → system sends automated “sorry” email) or “personal interview” (system sends invitation with 1st interviewer link) Make decision re candidates interviewed personally and update status Provide shortlist of final candidates and feedback to BUM for making decision
Executive Manager	EM	Approver	approve requisition form submitted by BUM approve compensation & payroll structure
Cost Center Manager	CCM	Approver	approve compensation & payroll structure
HR Manager	HRM	Agent	pre-screen applications in JSM & decide fit / not a fit prepare a recommendation on market salary rate writes vacancy description prepare / review & approve offer letters prepare / review & approve employment contracts send out offer letters and employment contracts to successful candidates (as the proposed salary should not be disclosed to recruitment team?) receive the signed offer from candidate→ update status in the system forward signed offer / employment contract for counter-signature by CEO and a copy back to the candidate request personal info & docs copies from candidates once offer is accepted and enter data into system
HR Admin	HRA	Agent	Process submitted requisition forms in JSM, check that fields are populated accurately Set up Jira Rec project + Confluence space + dashboards & reports vacancy on career portal Publish vacancy on job portal(s) Enters data from job board applications into JSM Integrate Calendly link provided by TAM & RTMs into the emails sent out to candidates when invited for interviews Enter data of new hires into system Ensures that personal data of unsuccessful applicants is deleted on pre-defined day
Recruitment Team Member #1	RTM1	Assignee	1st or 2nd screening of applications (assigned to assigned issue by TAM) Conduct personal and / or technical interview Create Calendly link and submit it to HRMs to be added to automated emails Submit feedback on screening and interview for TAM’s decision on next step
Recruitment Team Member #2	RTM2	Assignee

Content Owner	Maria Kutkina
Content Type	POLICY
Last Update	08 Jan 2023

Stakeholders & Recruitment Activities _LINKS for Process Diagram

Activities

Defines the need for a new position to be opened

Fill in requisition form and submit via employee help desk to initiate new recruitment process

Approve compensation / payroll structure proposed by HRM & approved by CCM

submit requests via employee service portal for setting up a recruitment dashboard & analytics dashboard

be assigned as project lead +

Requests access for provides the list of RTMs who should be granted access to dashboard → automated notification sent to BUM

Create Calendly link for scheduling interviews and submits it via Employee service portal (it gets imbedded into automated emails for applicants who are invited for interviews)

Instruct RTMs who will be interviewing candidates to create Calendly links and submit them

Assigns RTMs for 1st CV screening

Update status of screened candidates for either “unsuccessful screening” (by pulling the candidate’s card into the respective column → system sends automated “sorry” email) or “personal interview” (system sends invitation with 1st interviewer link)

Make decision re candidates interviewed personally and update status

Provide shortlist of final candidates and feedback to BUM for making decision

approve requisition form submitted by BUM

approve compensation & payroll structure

approve compensation & payroll structure

pre-screen applications in JSM & decide fit / not a fit

prepare a recommendation on market salary rate

writes vacancy description

prepare / review & approve offer letters

prepare / review & approve employment contracts

Process submitted requisition forms in JSM, check that fields are populated accurately

Set up Jira Rec project + Confluence space + dashboards & reports

vacancy on career portal

Publish vacancy on job portal(s)

Enters data from job board applications into JSM

Integrate Calendly link provided by TAM & RTMs into the emails sent out to candidates when invited for interviews

Enter data of new hires into system

Ensures that personal data of unsuccessful applicants is deleted on pre-defined day

1st or 2nd screening of applications (assigned to assigned issue by TAM)

Conduct personal and / or technical interview

Create Calendly link and submit it to HRMs to be added to automated emails

Submit feedback on screening and interview for TAM’s decision on next step