Project Proposal

HR Recruitment Practice Expansion of Team A company with 1000 employees is expanding to 2000 employees in a larger office in a new location. This is a project proposal describing the activities required to be completed in the project cycle.

Purpose and Justification

Company ABC is currently requesting that the current size of team be increased from 1000 to 2000. It deals with creating software codes for clients and is currently doing well. In order to cater to more clients, it needs a larger manpower and more technical expertise. Also, the client location is not central in the IT hub of the city and hence it wants to expand to a more suitable location. The project document has been proposed by the HR department to handle the smooth flow of all activities related to the expansion of the division.

Project Requestor

Mr. Reddy, CEO of company ABC

Objective

To handle all HR related activities to ensure smooth expansion of the division. This project aims to plan and measure the HR implications of team up-sizing. Expansion to 2000 headcount will be executed as per the blue-print created and after approval of all related policies specified in the project proposal. Planning and execution of the project as well as its successful completion will be measured through the consequent revenue gains achieved in the subsequent fiscal year. Other factors measured will be employee morale and feedback from the date of expansion announcement to one year post expansion to determine success rate of the project. The entire HR project life-cycle of recruiting, performance appraisal and termination in order to retain the most productive and appropriate talent for the company during the phase of expansion will be included in the actionable items of the project proposal.

The plan is set with a target of completion within 6 months from the date of announcement of expansion within the company. Items will be planned in each phase of completion under consideration of minimum percentage of bad press and completion within timelines.

Status quo
New office space has been identified. All requirements have been set up and the new location is ready to use. Announcement regarding the expansion has just been made within the company and to all internal and external stakeholders. All aspects outside the concern of HR are being handled smoothly in tandem with the project and will not cause obstacles for it. (There are interdependencies which will be identified and appropriately dealt with for any aspect, if at all) Only HR responsibility for the project is the end-to-end execution of the recruitment process which will be outlines in this project proposal.

Project Deliverables and Beneficiaries

The various stakeholders involved are:

The owner of Company Mr. Rao CEO, Mr. Reddy Venture capitalists who have invested in the company The board of the company

Senior management team Employees Clients Vendors of the old company location and the new one

The deliverables of the project are

Successful onboarding of 1000 new employees It is assumed that as logistics of shifting falls out of the purview of this project

Time Factors for recruitment

Step 1: Complete and submit the recruit action form
Maximum number of days: 2

The process begins when a vacancy is identified. This vacancy can be the result of workforce analysis that identifies the need for a new position

The selecting official then requests approval to fill the vacancy. This step should take no more than 1 day. Approval of the request should take no more than 1 day. The total is 2 days. If the request is denied, the process ends. Step 2: Prepare position description and advertisement Maximum number of days: 3

The selecting official and HR practitioner review the workforce analysis and identify any skill gaps for the position. As part of this step, the position should be classified and method of recruitment identified. The selecting official and HR practitioner determine the process to use

for recruitment - merit promotion and/or competitive examining. After preparing the description the position should be advertised.

Use pre-classified position descriptions for mission-critical occupations or frequently filled infrastructure or administrative jobs. Such as budget, HR, contracting or program

support. Career Pattern discussion is appropriate at this time. This step should not take more than 1 day. Step 3: Finalize shortlist Candidates for interview Maximum number of days: 5

The selecting official and HR practitioner select an assessment tool for screening candidates. The assessment tool may include:

Crediting plan Structured interview Written test Panel Subject Matter Experts

During this step, HR professionals screen applicants for minimum qualifications and other selection factors. This step should take no more than 5 days.

Helpful Hint for improved timeliness: The HR Practitioner can cut days off this process by screening applications prior to announcement closing so that the panel can be held within a day or two of closing.

Step 4: Interview Maximum number of days: 15-20 days

The selecting official schedules and conducts interviews with the identified candidates. This step should take no more than 15-20 days for specialized position and 5 days for regular position. Step 5: Make an offer and wait for acceptance Maximum number of days: 15-20 days

The selecting official makes selections and returns certificates. This step can be done in 1 day, but should not take more than 2 days.

An HR practitioner extends a job offer to the selected candidate. If the candidate accepts, all other candidates are notified. This step can be done in 5 days, but should not take more than 1520 days for specialized position. Step 6: Conduct Background Check No specific number of days recommended.

An HR practioner or designee conducts a background check on the candidate who accepts a job offer. Depending on the job, this step requires a variable amount of time. After this step is completed, a firm job offer can be made and a start date arranged.

RECRUITMENT TIMELINE
Best Case Scenario Timeframes General Staff Best Case Scenario Timeframes Specialized Staff

Please note: Days refers to working Days

Variables

Complete and submit the Recruit Action form

1 DAY Prepare position description and advertisement 3 DAYS Advertise Position

1 DAY

Incomplete Request

3 DAYS

Delays in approvals, position descriptions, classifications, confirming advertisements

1 DAY

1 DAY

10 DAYS Position closing date 5 DAYS Finalize shortlist of candidates for interview 5 DAYS

20 DAYS

Academic or specialist positions: Advertising in journals dependant on frequency of publication dates. Timeframe up to 8- 12 Weeks.

5 DAYS

Selection Committee availability. Number of applications received.

15-20 DAYS

Availability of candidates / selection committee members. Allowances for travel time especially for international applicants.

Interview

4-10 DAYS Appoint Candidate (Make an offer) 10 DAYS Offer accepted

4-10 DAYS

Selection committee cannot reach consensus. Further practical/functional testing to occur. Delays with referee checks.

15-20 DAYS Site visits. Possible negotiation with candidate Various checks: Police Check/Working with Children/Professional Suitability. Visa/Immigration requirements.

10-20 DAYS Start Date

Up to 60 DAYS

When candidate gives notice/how much notice they have to give.

GENERAL (EXTERNAL) TIMEFRAME: APPROXIMATELY 2-3 MONTHS

SPECIALIZED RECRUITMENT TIMEFRAME: 6 MONTHS