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Staffing Lifecycle

Hemant Prasad

BD Recruiter HR Finance Hemant

Diff. Sources of
getting prospective

New Client

Agreement &
Rate Card Payment
Sign-up Collection

Staffing LifeCycle
Requirements Invoicing

Candidate Sourcing, Submission / Approval
Validation &

Request for Work

Order from Client
Selection process/co-
ordination with client

Joining / Induction/
Selection confirmation /
BG Check
Offer the

BD Recruiter HR Finance Hemant

Diff. Sources of
getting prospective

 NASSCOM Directory
 STPI Directory
 Newspaper / Print / Electronic Media
 Job Portals
 On-line Directories
 Existing clients of other BU’s within organization

BD Recruiter HR Finance Hemant

Agreement &
Rate Card

Agreement: A general service agreement includes the following

1. Name & registered office address of Client & Service Provider
2. Services to be provided
3. Confidentiality
4. Non-hiring / Non-competing
5. Payment terms & conditions
6. Termination / Arbitration
7. Validity & review period

Rate Card:
1. Per man month rates of contractual work force for different skills sets & exp. Level
2. Validity & review period

BD Recruiter HR Finance Hemant


Manpower Requirement Specifications

Client request for manpower should include the following:

1. Position Title
2. No. of Positions
3. Technologies / Skillset
4. Exp. Level
5. Educational Qualification
6. Certifications
7. Budget
8. Time-frame to close
9. Location of Work

BD Recruiter HR Finance Hemant

Candidate Sourcing,
Validation &

Sourcing: Different Sources

1. Existing internal Database
2. Job portals
3. Reference / Head-Hunting
4. On-line groups / directories

Validation: Few queries for candidate

1. Current company details (profile/size/location/website)
2. Current project details (Client name/functionality/Start date/possible end date/reporting/team size)
3. Role & responsibilities in current project
4. Which different domains he/she has worked on?
5. How many projects he/she has executed in his/her core technology area?
6. What kind of opportunity he /she is looking for?
7. Then brief him about your organisation & what can you offer him (work/project)……ask for his
interest level & any query is he has…..
8. Reason for change/CTC details/Availability

Submission to client
1. Candidate submission to client
2. Selection/interview process co-ordination

BD Recruiter HR Finance Hemant

Selection confirmation
/ BG Check

Selection Confirmation
 There should be a written communication from client confirming the selection of the
particular candidate stating his/her full name & technology area.

Background Check: Background check information should include the following

 At least Last 2 Employment details / Duration / Role / CTC Details
 Educational credentials

BD Recruiter HR Finance Hemant

Offer the

Offer Letter Format

Date of Offer Letter

[Candidate Name]

Dear [Candidate Name],

We are glad to offer you a position in our organization as [Designation] on an annual CTC of [Salary Package]. The exact break up of this
will be given to you at a later date along with the appointment letter. A list of the documents you are required to bring at the time of joining is
also herewith attached.
We would appreciate your coming on board latest by [Date of Joining]
Your confirmation and salary review will be based on your performance and this will be after six months from the date of your joining.
Your appointment will come into effect only on production of all documents mentioned in the annexure.

With best wishes,

Yours truly,
for [Company Name]
[HR Person Name]


Certificates and mark sheets from matriculation onwards in original/ duplicate
Test score sheets and candidate ID No. of any professional certification tests
Three passport size photographs.
Copy of Appointment letter along with letter of increment / promotion if any from previous company.
Letter of relieving / copy of receipt of resignation from the last company.
Medical certificate from a registered medical practitioner
Copy of experience certificate from all previous employers (if previously employed)
Copy of last salary slip/ salary certificate (if previously employed)
Form 16 or any authorised letter from your previous employer mentioning the tax deducted at source

BD Recruiter HR Finance Hemant

Joining / Induction/

Joining process:
 Joining report fill-up
 Documents Submission & verification
 Appointment Letter

 Introduction about company / Management / Vision / Mission / History / HR
policies etc.

 Intimation Letter addressing to client for deployment of resource

BD Recruiter HR Finance Hemant

Request for Work
Order from Client

Purchase Order (PO) / Work Order / Statement of Work (SOW)

Few necessary details to be furnished in Work Order
 PO reference number
 Name & address of issuer
 Name & address of Service provider
 No. of Resources
 Resource name (If required)
 Unit Price / Rates
 Start Date – End Date
 General terms & conditions
 Payment terms & conditions
 Deliverables of deployed resources

BD Recruiter HR Finance Hemant

Submission / Approval

Time-Sheet must include the following information

 Resource Name  Total No. of days worked
 Project Name  Leaves
 Reporting Authority  Compensatory Off

 Candidate Signature with date
 Approving authority Signature with date

BD Recruiter HR Finance Hemant


Monthly Invoice
Few necessary details to be furnished in Invoice

 Date & Invoice reference number

 PO Reference Number
 Name & address of Client
 Name & address of Service provider
 No. of Resources
 Resource name (If required)
 Unit Price / Rates
 No. of working Days
 Billable Amount
 Taxes payable
 Total Amount
 Payment terms & conditions

BD Recruiter HR Finance Hemant


Payment Collection Methods

 By Cheque
 On-Line Transaction

 Client should deduct TDS (Tax Deduction at Source) as per the govt. policy from the
total billed amount in Invoice

* Service Provider should collect TDS Certificate from Client to claim back the tax paid
to Govt.

BD Recruiter HR Finance Hemant