Process For New Fellow Recruitment – Work Plan, Budget And Timeline

Stages in the Process

Recruitment is the most important and critical activity for any of the organisation. It is essential for the businesses to execute an effective plan for conducting recruitment processes and extract positive and efficient results out of it. The below report depicts the details about the process to follow for the recruitment of new candidates. It includes the work plan of recruitment, budget and the timeframe required for the entire process.

The recruitment process for hiring new candidates includes the activities such as receiving an application, conducting an interview through Skype, panel interviews, shortlisting the candidates and finalising the same. The management initiates the acquirement of applications where nearly about 100 applications are invited for the recruitment (Vogt and et al., 2018). The application would be classified on the basis of the requirements, and 30 candidates would be selected for Skype interviews. Further 20 candidates out of the interview would be selected for personal interviews where 10 in UK and ten interviews in South Africa would be commenced. Planning for the recruitment requires to be focused in many ways like cost and time efficiencies resulting in the fruitful process for the business. It would also include the travelling of professionals from the UK to South Africa for initiating panel interviews. One external expert would also travel from Kenya to South Africa to be a part of the panel interview.  The recruitment process would take almost 2 to 3 months to be completed and avail the required candidates. The recruitment authorities would ensure that the process is carried out systematically and reach towards the goals efficiently (Babu and Rao, 2018). 

The recruitment process includes the wide range of activities which requires substantial financial resources and planning of the same. It is essential to manage the financial resources effectively so that to balance the fund and make optimum use out of it (Wilson and et al., 2018). Preparing a budget requires having a list of activities to be undertaken throughout the process and make sure about the completion of the same.  It is estimated that the entire recruitment process would consume almost $6000 overall (Stockman and Van Hoye,  2017).  Following is the budget for recruitment process:

Activities	Amount Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper
Telephone calls (Skype)	$ 200
Internet	$300
Accommodation	$500
Flights	$1000
Accommodation for Candidates	$500
Flights for Candidates	$1000
Visa Costs	$1500
Catering	$500
Printings	$500
Total	$6000

The unsuccessful candidates would be informed with the help of email about their rejection in the first round of interview, i.e. Skype interview. The candidates who are not shortlisted at the first round of interview would be communicated with the mail so that to make them sure about the further activities (Nadda and et al., 2017). Following is the mail:

Assumptions

Hello candidates,

This is to inform you that with the completion of first round of interview, the selection of candidates is completed. Here it is stated that you are not selected for the specific vacancies as do not fulfil the requirement of the job roles. The HR managers seek more specific knowledgeable and appropriate candidates for the vacancies. It is important to meet the roles and job description of the fellowship so that to justify the responsibilities effectively. This is positive feedback and must be taken as the information (Vinayaka and Ramaswamy, 2017). Wishing good luck for your future opportunities and making sure to make your ways towards new avenues.

With regards,

HR team

Application phase

Below is the detailed arrangement of activities and schedule of the entire recruitment process. It depicts the framework of time consumption and the activities to be carried out for the fellowship programme (David and et al., 2017). It is essential for the managers to follow the tasks and manage to accomplish the same within the set period.

Table 1: Project plan for recruitment process

WBS	Task Name	Duration	Start	Finish	Predecessors
1	New Fellow Recruitment Project	152 days	Thu 11/1/18	Fri 5/31/19
2	Arrange and diaries a meeting with manager	1 day	Thu 11/1/18	Thu 11/1/18
3	Meeting with manager/s for a planning	3 days	Fri 11/2/18	Tue 11/6/18	2
4	Create a Doodle Poll for application	4 days	Wed 11/7/18	Mon 11/12/18	3
5	Notify committee	1 day	Tue 11/13/18	Tue 11/13/18	3,4
6	Checking of invitation	3 days	Wed 11/14/18	Fri 11/16/18	3,5
7	Set up a meeting in the calendar	5 days	Mon 11/19/18	Fri 11/23/18	6
8	Interview dates for Skype	3 days	Mon 11/26/18	Wed 11/28/18	3,7
9	Notify committee of Doodle	1 day	Mon 11/26/18	Mon 11/26/18	7
10	Check invited accept the invitation for both interviews	1 day	Thu 11/29/18	Thu 11/29/18	8
11	Set up a meeting with selection committee	1 day	Fri 11/30/18	Fri 11/30/18	9,10
12	Book the venue for the selection committee	4 days	Thu 11/29/18	Tue 12/4/18	8
13	Book the venues for the in person interviews in Oxford and Pretoria and arrange catering	5 days	Fri 11/30/18	Thu 12/6/18	10
14	Check flights and accommodation options	25 days	Fri 12/7/18	Thu 1/10/19	12,13
15	Communicate with the Kenyan Agent regarding flights and accommodation. Get necessary information for visa.	3 days	Fri 11/30/18	Tue 12/4/18	10
16	Apply for South African Visa for Kenyan agent as this can take up to 3 months	24 days	Wed 12/5/18	Mon 1/7/19	12
17	Communicate with Oxford Agents for travel to Pretoria and accommodation	7 days	Fri 1/11/19	Mon 1/21/19	14
18	Visa in place, arrange Travel for Kenyan Agent to Travel to Pretoria and accommodation	30 days	Fri 12/7/18	Thu 1/17/19	13,15
19	Place job advertisement	7 days	Tue 1/8/19	Wed 1/16/19	16
20	Applications received	45 days	Mon 12/3/18	Fri 2/1/19	10,11
21	Final applications for review to shortlist	10 days	Tue 1/22/19	Mon 2/4/19	17
22	Prepare an email for all first round	2 days	Fri 1/18/19	Mon 1/21/19	18
23	Present email and candidate	5 days	Tue 2/5/19	Mon 2/11/19	20,21
24	Send emails to candidates	2 days	Tue 2/12/19	Wed 2/13/19	23,22
25	Ensure each response is recorded on the spreadsheet	15 days	Thu 2/14/19	Wed 3/6/19	23,24
26	Making arrangements for the Skype Interview	10 days	Thu 3/7/19	Wed 3/20/19	25
27	Conducting Skype Interview	6 days	Thu 3/21/19	Thu 3/28/19	26
28	Short listing process	2 days	Fri 3/29/19	Mon 4/1/19	27
29	Making preparation for the final Panel interview	10 days	Tue 4/2/19	Mon 4/15/19	28
30	Panel Interviews of selected candidates	7 days	Tue 4/16/19	Wed 4/24/19	29
31	Short listing process	5 days	Thu 4/25/19	Wed 5/1/19	30
32	Final selection of the candidates	12 days	Thu 5/2/19	Fri 5/17/19	31
33	Documentation and project closing	10 days	Mon 5/20/19	Fri 5/31/19	32

Figure 1: Gantt chart

Gantt chart is one of the important project management tool that helps in monitoring the progress of the every activity of the project. It shows the start and end date of the whole project. As per the above project schedule and Gantt chart report has found that fellowship recruitment project will start on 1^st November 2018 and final select of the candidates will be completed on 31^st May 2018. Therefore, this project will finish in 152 days and this duration will comprise the preparation and implementation of the whole recruitment fellowship programme.

Conclusion

The above report concludes with the activities to be conducted throughout the recruitment process. The work plan, budgeting and time frame plays an important role in making the recruitment process successful and avail positive results out of the same. References

References:

Babu, N.V. and Rao, A.V., 2018. RECRUITMENT STRATEGIES IN MANAGING/EFFECTING THE RECRUITMENT PROCESS. PARIPEX-INDIAN JOURNAL OF RESEARCH, 7(5).

David, R., Banerjee, P. and Ponnam, A., 2017. Risks perceived regarding recruitment process outsourcing: stakeholder concerns. Journal of Global Operations and Strategic Sourcing, 10(1), pp.112-136.

Nadda, V., Rafiq, Z. and Tyagi, P., 2017. Effectiveness and Challenges of Recruitment process outsourcing (RPO) in the Indian Hotel Sector. International Journal of Academic Research in Business and Social Sciences, 7(2), pp.218-236.

Stockman, S. and Van Hoye, G., 2017. Social Recruiting: Word-of-Mouth in the Recruitment Process. In European Association of Work and Organizational Psychology-Enabling Change through Work and Organizational Psychology.

Vinayaka, M. and Ramaswamy, S., 2017. Recruitment Process and Practices Undertaken in IT Sector: A Comparative Analysis of Selected Indian and MNC Companies. Imperial Journal of Interdisciplinary Research, 3(2).

Vogt, L.J., Ruehlin, M., Gisi, D., Imoberdorf, R., Pless, M. and Ballmer, P.E., 2018. Recruitment process of a multimodal study and reasons for refusal participation in palliative cancer patients. Clinical Nutrition, 37, pp.S310-S311.

Wilson, C., Rooshenas, L., Paramasivan, S., Elliott, D., Jepson, M., Strong, S., Birtle, A., Beard, D.J., Halliday, A., Hamdy, F.C. and Lewis, R., 2018. Development of a framework to improve the process of recruitment to randomised controlled trials (RCTs): the SEAR (Screened, Eligible, Approached, Randomised) framework. Trials, 19(1), p.50.