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Recruiting Process

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by

Sumayya Holmes

on 11 November 2016

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Transcript of Recruiting Process

Work Orders are received in two methods
Recruiter Identifies “Perfect Fit”
Candidate offered Position
NSC Recruiting Script for New Applicants Being Submitted to any Military Yard:

Method 2:
Recruiter receives order.
If work order is given directly to the recruiter(s), it is the recruiters responsibility to generate the formal work order in Tempworks and communicate to the team via email.


Candidate name and offer letter sent to HR Coordinator for access, safety, onboarding, and all travel and hotel arrangements.


After employee has passed the entire onboard process (e.g. safety training, background, drug screening, and access) Recruiter conducts the following:
Communicates to employee their assignment start date, time and place.
Confirms candidate has accepted position
Inform HR Coordinator of acceptance and standby for confirmation all client requirements have been met for dispatching.

Candidates can be identified from multiple sources
NSC TECHNOLOGIES
Presented by:
Tanya Rieger
Steven Dennis,MBA
Sumayya Holmes, PHR
Allison Proffer, FSO
Teresa Lewis, MBA
Chuck Hall
Tracey Argue
Sherice Crews

Eastern Division Offsite
Method 1:
Sales Rep sends work order to Recruiting Manager.
If Recruiting Manager receives work order via email from sales representative then it’s the sales representative’s responsibility to generate formal work order and enter it into TempWorks. The manager then distributes order(s) to recruiters accordingly.
All orders should be input into Tempworks the same day you receive the order. The communication entails entering the order and sending a new order email to the team.
• Call In/ Walk In/Referral/Career Farirs
• Internal and External Sources
o External - New Hires
 Resume searches using the latest technologies and strategies
 Alumni , Professional Affiliations and Certifications
 Social Recruiting and Networking
 Prior Military Specialist
Boolean Web Searches
o Internal - Candidates in our database
 Callbacks
 Database search
Web Applicants

Have an electronic copy of the candidates resume
Pre-Screen candidate
Parse the resume into Tempworks.
Create a new candidate profile and verify all information is correct
Input all skill codes
Change candidate from "unfamiliar " to "familiar" once you have spoke to candidate and left note in candidates profile regarding findings.

Internal Candidate
Run candidate search in Tempworks
Pre-Screen candidate
Request updated resume (as needed)
Input all skill codes
Change candidate from "web applicant " or "unfamiliar" to "familiar" once you have spoke to candidate and left note in candidates profile regarding findings.
Candidate Submittals
Recruiter: “May I get your full name as it appears on your birth certificate?” (The birth certificate name entered in Tempworks will help ensure accurate data entry is provided for yard access purposes)

Candidate: “Yes”

Recruiter: “In order for me/NSC to submit you to this client, the contract requires me to submit your Social Security Number (SSN). May I have your SSN?” “ Your personal information is confidential and will only be used in the contractual requirements set by the client and will not be disclosed for any other purposes.”

Candidate: “No, I don’t want to do that.”

Recruiter: “Ok, I completely understand. Please understand I cannot submit you to this client without that information.”

Candidate: “Ok, yes, I will give it to you.”

Recruiter: “In order for me/NSC to submit you to this client, the contract also requires me to submit your Date of Birth, Place of Birth, Gender and Race?” “Again, Your personal information is confidential and will only be used in the contractual requirements set by the client and will not be disclosed for any other purposes.”

External Candidate
For internal candidates that are active, verify HR has all necessary paperwork. Otherwise candidate must compete entire application.
For new applicants (external or off assignment for over 90 days), Candidate reports to the local branch to complete paperwork.
If the candidate cannot complete the application in the local branch, recruiter must email or fax the application to the candidate and forward to HR upon retrieval.

Things to keep in Mind… Before – During – After….

Show up and CHOOSE to be present
Staying on schedule is everyone’s responsibility. We will get you out of here by the scheduled time.
Respectfully ask questions or provide feedback one person at a time
Success depends on participation – share your ideas and ask questions
Ask “what’s possible?” rather than “what’s wrong”?
With transformation, expect anxiety
Kindly turn your cell phones to silent
Listen to understand
Save your questions for the Q/A session
Have Fun!




“Think Different…”



……Steve Jobs



Welcome to NSC Technologies
Eastern Division Offsite
2.21.2015



Thank You For Your Support and Commitment to NSC Technologies!



“Begin with the End in Mind….”




……Stephen Covey

STEP II-B

Once the report is generated send the candidates information to the customer and document TW with the action code & notes.

(Submitted)

Follow up with your customer within 24 hours and every day there after regarding and update on the submittals. Updating the candidate record regarding the status, provides the submitting branch with the information they need to keep their candidates informed.
 
Once a response is received from the customer the PC/Recruiter should document TW’s with the correct action code

(
Sent out, not selected, approved, scheduled test etc...)
add any additional
notes in TW’s.



Screen candidate thoroughly for the position. Providing the candidate with all the pertinent information regarding the job.
Testing/interview information & job location
Pay, hours & duration
Processing timeframe (i.e. how many days before he will start working)
Highlights about the area and yard, other crafts needed and total needed.
Incentive/hire on or sign on bonus.
Inform the candidate it may be 24-48 hrs. before you receive an update.
The originating branch is responsible for keeping in contact with the candidate and documenting contact activity in TW’s until the candidate has been on boarded by the receiving branch.


ORIGINATING BRANCH


INTERBRANCH SUBMITTAL
& HAND OFF PROCESS


Sherice Crews

STEP V-B

Rapport building - reach out to the candidate once he starts working to congratulate and discuss employee referrals and any other NSC perks or benefits.

SUBMITTING BRANCH


STEP V-A

Once the candidate arrives at the office you are to process the candidate accordingly, until the candidate is hired and working. Document TW’s of the progress (i.e. Testing, hft ,Osha) to allow the submitting branch to see the progress.
If the candidate doesn’t pass his test/interview document TW’s with the proper action code, and provide any supporting notes (ex. Failed bend test or failed the intvw) .You may want to offer something else in your region or refer him back to his recruiter.



RECEIVING BRANCH


STEP IV
Contact the candidate and advise them of any updates regarding the status and reconfirm the availability to test/interview on the date originally given and document TW’s
Once the candidate is approved reiterate the information originally given about the job, PPE, perdiem docs and tools. Provide the candidate with the NSC address, telephone # and the POC at the receiving branch.
Document TW’s with action code and notes including what was offered by whom.

Offered (ex. Inteviewg 11/11/14).. Offered (ex. confrmd for on boarding 11/11/14)
 


SUBMITTING BRANCH


STEP II-A
Once the branch receive the email the PC/recruiter should run the NSC Order Candidate Report with Parameter showing all Submittals.

Select report
Select→ All
Type → NSC Order Candidate Report with Parameter

Fill in the following fields:







RECEIVING BRANCH



STEP II-C
Click on email → subject enter: Interbranch submittal
Unselect the candidate name under recipient
Click on the contact icon on right to look up your contact or type it yourself
Emails will go to the branch email address or the corp recruiter email address
(i.e. nscmayport@nsc-tech.com)


STEP II – B

Sending interbranch email from the candidate visifile.

From the visifile screen select the message icon on the right side of screen.
Select action code
message
→ input the following information on the screen
Inter-Branch Submittal
NSC Recruiter:
Customer/Order#:
Candidate Full name:   
Candidates Phone number(s): 
Availability to test:
Traveler/location (yes/no): 
Resume attached: yes or No
***recruiters will have to copy and paste this info until we go live with the automation ***


STEP I-A

Adding the candidate on the order
Confirm that you have the correct Order open and the Correct Candidate record open in TW’s
Navigate to the Job Order Screen Click the Action icon and select → make a candidate on this order
Navigate to the candidate screen from the job order screen
Right click on the candidates name select→ Change status →Select ( intrbrsub)
Right click → select navigate to visifile















http://www.careerbuilder.com

Verify candidate meets all background requirements for work site
Obtain local/non local status (50 miles from work site)
Make sure vendor is "NSC Technologies"
Make sure vendor is "NSC Order Distribution Only" (VMS only)
Inform candidate of anticipated required documents (ex. original birth certificate/passport, ID, Social securiy card, per diem documents, certifications)
Submit candidate to orders where qualified
Have candidate register for Rapidgate (as needed)
Weld Tests
Interviews
Candidate Tracking

VMS Norfolk Goals to meet Client’s Demands

Candidates added to orders 24/48 hrs
Pink sheets 24 - 48 hrs
Candidates expected to start 48-72 hrs
If deadlines cannot be met, VMS needs to be notified
Take a proactive approach that candidates will be hired
Complete training
Obtain Access information
Access deadlines need to be kept
New Hire checklists & training deadlines need to be kept or VMS notified




 



BAE Systems Norfolk
2/21/15

VMS Process

Protected Proprietary Information


Challenges Preventing NSC Candidates from Starting

Access not being sent on time – 48 hours min needed

Candidates are not fully trained till signed off/safety training can take up to 2 weeks

New Hire Checklist & training not being uploaded into web portal by deadlines

Vendor Partner average turn around once a new hire email has been sent
2-3 days
NSC average turn around once a new hire email has been sent out
1.5 – 2 weeks


Protected Proprietary Information

New Hire Email – access, proof of training with Check list
(Ideally all candidates training is complete or completed within 24 hours)

Min 48 hours is needed for access
Min 24 hours is needed for compliance training

Example: Candidate is signed off on Monday – Scheduled start on Thursday
New hire email sent out Monday
Access requested by Noon Tuesday
New Hire Docs & Checklist uploaded by 4pm Tuesday
Check list & training docs reviewed before BAE deadline of 1pm 24 hours prior to start



Candidate starts and vendor representatives issue PPE
VMS assigns candidate by close of business & enters VMS #

Protected Proprietary Information


Vcandidate – Candidate is added to order

Submitted – Sent to BAE HR (24 Hrs)

Pink Sheet – Pink Sheet & Test Candidates (24 – 48 hrs)

Send out – Pink Sheets & Test Sent out for review (24 – 48 Hrs)

Interviews scheduled

Weld Test scheduled

Scheduled Start – New Hire Email



Protected Proprietary Information

Candidate starts – Issued PPE

VMS assigns candidate – Enters VMS #

Vendor changed from NSC distribution to NSC Technologies (W2)

Pay rates changed to $0.00

Audit done weekly on rates

HR Paperwork
Once you have determined you want to proceed with a candidate you want them to immediately begin Part I of the application process.
HR - Part I of Application

Proceeding with Candidate
Prior to candidate starting, HR representative ensures candidate completes part II of the application. Candidate cannot start working without completing this paperwork.

Recruiter Must:
Receive signed copy of EOD once completed by candidate
Assign candidate in TempWorks
HR - Part II of Application
Presented By: Teresa Lewis, MBA
Presented By: Teresa Lewis, MBA
Recruiting Process
Security
Human Resources (HR)
Safety
Vendor Management Services (VMS)
Interbrach Submittals
TW – Required docs for RG Status

Everyone’s favorite part of the day!

RAPIDGate

Access requests must be submitted to

security@nsc-tech.com

Each access request must be accompanied by specific information in order to be processed.


Access Requests

Main Objectives:
Definition and standardization of access requests
RAPIDGate processes, troubles, and woes

Security Processes

Security runs a criminal history background check on every candidate that is to be submitted to a client.

Security runs a criminal history background check on every candidate that is to be submitted to a client.

RAPIDGate (RG)
Badge/credential used by civilian contractors to access naval facilities across the country.
All naval bases in our region utilize RG.

RAPIDGate

Access requests for the following clients are submitted to all work locations and do not require a specific ship name and ship yard.

BAE Systems
NASSCO Norfolk


Exceptions - Standard Format for Access Requests

Recruiter: “May I get your full name as it appears on your birth certificate?” (The birth certificate name entered in Tempworks will help ensure accurate data entry is provided for yard access purposes)

Candidate: “Yes”

Recruiter: “In order for me/NSC to submit you to this client, the contract requires me to submit your Social Security Number (SSN). May I have your SSN?” “ Your personal information is confidential and will only be used in the contractual requirements set by the client and will not be disclosed for any other purposes.”

Candidate: “No, I don’t want to do that.”

Recruiter: “Ok, I completely understand. Please understand I cannot submit you to this client without that information.”

Candidate: “Ok, yes, I will give it to you.”

Recruiter: “In order for me/NSC to submit you to this client, the contract also requires me to submit your Date of Birth, Place of Birth, Gender and Race?” “Again, Your personal information is confidential and will only be used in the contractual requirements set by the client and will not be disclosed for any other purposes.”

NSC Recruiting Script for New Applicants Being Submitted to any Military Yard

Recruiter must confirm information for
each employee is complete in TempWorks
***SSN shall not be included in emails***

Employee Information
Full name (indication of NMN, if applicable)
Date of Birth (DOB)
Place of Birth(POB)
Social Security Number (SSN)
Position Title / Job Title
Gender
Race/Ethnicity


Standard Format for Access Requests

Every individual sent to work on a ship
MUST
be submitted in an access request.


Access Requests

What is “access”?

An access request is a list of individuals to be submitted to the client followed by the ship security for the purpose of working aboard the vessel.

In this sense, “access” is the ship’s list of individuals permitted aboard the ship for work purposes. If one is not on the ship’s list, one will be denied entry to the vessel.



Access Requests

RAPIDGate eligibility is a standard set by the navy that NSC Security uses as a baseline criteria to indicate where a candidate may be suitable.

Security runs a criminal history background check on every candidate that is to be submitted to a client.

21 February 2015

Access Requests
RAPIDGate

Outline of Security Processes

Additional information required for the following:

To be sent with each access request

BAE Systems and Huntington Ingalls
Proof of citizenship

Epsilon
Period of Performance (POP)
Purchase Order Number (PO#) / Contract Number
Point of Contact (POC)

Standard Format for Access Requests

Start Date: MM/DD/YEAR
End Date: MM/DD/YEAR

To: “security@nsc-tech.com”
Email Subject: “Client Access Request”
Body of email:
 


                Please send access for the following NSC employees to the USS/USNS SHIPNAME at SHIPYARD for CLIENT NAME.
 
EMPLOYEE FULL NAME (first, middle, last)
Employee job title: POSITION
NSC ID: NSCXXXXXX (given by TW)
EMPLOYEE FULL NAME (first, middle, last)
Employee job title: POSITION
NSC ID: NSCXXXXXX (given by TW)
EMPLOYEE FULL NAME (first, middle, last)
Employee job title: POSITION
NSC ID: NSCXXXXXX (given by TW)

Standard Format for Access Requests

NSC Safety Requirements
Presented by: Chuck Hall
Security runs a criminal history background check on every candidate that is to be submitted to a client.

Floor supervisors are responsible for running reports daily and delegating recruiter that will be responsible for following the candidate through the process.


“Begin with the End in Mind….”




……Stephen Covey


“Think Different…”


……Steve Jobs



Floor supervisors run reports weekly cross checking job titles, worker comp codes, pay/bill rates, Vendor)
Floor supervisors run reports monthly cross checking expiration dates for required documents and coordinating training with safety.
The VMS Process
VMS Process Continued....
Floor supervisors run reports weekly cross checking pay/bill rates and verifying no employee is at 0.00 for payroll purposes.
Full transcript