Hiring and Selection MT 246 Module 4

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Hiring and Selection MT 246 - Module 4
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Last Lecture

• Role of the Project Manager
• Role of the Technical Contributor

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Definitions

• Hiring Supervisor
• Individual responsible for initial recommendation
  on hiring of candidate
• Human Relations
• Staff responsible for advertising job openings,
  initial screening of responses, and referrals to
  Hiring Supervisor
• Organization responsible for control of job
  descriptions, categories, and salaries
• Upper Management
• Individuals responsible for approval of hiring
  recommendations

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Job Opening Process

• Hiring Supervisor defines need to add staff
• If project organization, need is determined by
  manpower forecast
• If functional/matrix organization, need is
  determined by functional manager
• Based on Project Management requests and
  forecasts for internal needs (IRD, etc.)
• Requires three documents/events
• Hiring supervisor develops/writes job requisition
• Requisition is reviewed/approved by for
  consistency with published job descriptions
• Job requisition is posted, ie. advertised

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Job Requisition Key Details

• Job Description
• Defines duties of candidate
• Developed by hiring supervision
• Security Clearances
• Salary Grade/Title
• MTS, Exempt Graded, Non-Exempt Graded, etc.
• Requisition job description should be consistent
  with the HR job description for the salary
  grade/title
• College degree requirements, years of experience
  in grade
• Type of Job (MTS, Exempt Graded, Non-Exempt
  Graded)

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Job Requisition (contd)

• Approvals
• Upper Management approvals required
• HR approvals required
• Position Code
• Position Title
• Selecting Supervisor
• Education Requirement
• Years of Experience

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Job Requisition Example
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Job Description

• Controlled by Human Relations
• Assign Job Code, Pay Plan and Pay Grade
• Generic description of major responsibilities
• Years of experience and education
• HR responsible for insuring consistency across
  the organization

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Job Description Example
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Job Description Example (contd)
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Job Posting

• Most companies require internal posting of all
  requisitions, and consideration of existing staff
  before hiring someone from outside of the company
• People coming off of projects
• Downsized employees without assignments as a
  result of reorganizations
• All internal applicants must be interviewed for a
  period of time (typically 2 weeks) prior to
  consideration of external applicants

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Job Posting (Contd)

• Hiring Supervisor reviews Candidate
  qualifications (Resume) vs. Job Requisition
• HR reviews Job Requisition vs. Job Description,
  and Resume
• HR controls Job Description
• Hiring Supervisor controls Job Requisition
• HR has authority over Hiring Supervisor
• Art of project manager is to maximize
  salary/grade of candidate that they want in the
  job
• Requires finesse if HR organization is strong
• Requires caution to prevent inconsistency with
  other employees

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Job Posting (Contd)

• Note that consideration does not equal hiring!!!!
• This process can be used as a facade for a
  layoff
• Candidates mysteriously cannot find a suitable
  match with their salary, grade, and the posted
  requirements for the opening
• Individuals that are difficult to manage or have
  committed indiscretions simply disappear

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Job Posting (Contd)

• People without assignments eventually get laid
  off unless management provides overhead JN to
  tide them over to the next project
• IRD funds can be used to provide a bridge to
  another project for the Brahmins
• People without management support must leave the
  company

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Job Posting (Contd)

• Most of the time, when people have to leave the
  company, it is camouflaged as a skill mix
  problem
• Salary vs. grade vs. job assignment
• Over qualification for senior employees
• Bottom Line Make sure that you cultivate
  relationships with upper management and save
  money to provide insurance during Times of
  Uncertainty

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Job Posting Example
TRW Spaces - circa 1984
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Resume

• Resume is gateway to Job Interview process
• Resume must get to Hiring Supervisor to have
  realistic possibility of consideration
• HR is a Dead Letter office
• Generally have to use internal connections
• Sending applications into Campus Placement and
  responding to Want Ads is hopeless
• Figure out company org chart and send resume
  directly to hiring supervisor (or work for
  company)
• Resume must create desire to interview in three
  minutes or less

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Resume (contd)

• Two types of resumes
• Functional - job skills, no chronology
• Chronological - job duties and chronology
• Both types should include Other Experience, and
  Awards/Societies
• Other Experience important for fresh out
  employees
• References should always be provided upon request
• Does not contain any salary information

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Functional Resume Example
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Functional Resume Example (contd)
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Chronological Resume Example
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Chronological Resume Example (Cont)
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Cover Letter

• Always accompany resume with cover letter in
  business format
• Tailor cover letter to posted requisition if
  known
• Show your knowledge of the company, products, and
  organization
• Use publicly available sources (Internet Web
  Pages, Annual Reports)

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Cover Letter (contd)

• Explicitly state why you should be considered for
  the opening
• Good match of your background with the job
  description
• Family in geographical area, etc.
• Address to Hiring Supervisor directly, if known
• Use company telephone book
• Call company operator to find out mailing address

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Cover Letter (contd)

• Do not state salary requirements or current job
  status in letter
• Simply state that you have become aware of the
  position via your source of information (peer in
  company, posting in newspaper, Internet Web page,
  professional journal, etc.)

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Telephone Interview

• Hiring Supervisor (or sometimes HR) will call
  individual to discuss job opening and candidates
  qualifications
• Be honest about experience which can be checked
  out
• It is OK to Puff Up your qualifications, but
  dont overdo it
• The Supervisor is looking for a fit with his/her
  needs. You need to stress flexibility and bend
  your experience into their needs if you want the
  job

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Telephone Interview (contd)

• Hiring Supervisor may ask if you have other
  offers. Always say yes to create demand and
  immediacy of decision. They will never call
  competing organizations.
• Hiring Supervisor may ask you what your salary
  requirements are
• Always have a ready answer
• Check with classmates, professional societies,
  campus placement re. competive salary ranges for
  the geographical area and type of degree/specialty

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Telephone Interview (contd)

• Discuss relocation expenses
• Most large companies pay for relocation
• Small companies generally do not pay for
  relocation
• Some relocation expenses are taxable as income!
• Hiring Supervisor may ask you to come out for an
  interview, for your references, and to fill out
  an application
• Call your references and tell them about the
  conversation and expectations of the Supervisor
• Have your references tailor their responses to
  assist you in capturing the job

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References

• Always choose people who know you professionally,
  and are in management
• Do not choose peers or personal friends, unless
  you have a personal friend in upper management
• Choose people who are objective, but have your
  best interest in mind
• Bad reference checks generally end the selection
  process! References have to give very positive
  image
• Watch out for references who are not good with
  people, and have poor conversational skills
• Feel free to use me as a personal reference

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Application

• If Telephone Interview OK, request is made to
  fill out application
• Next step in job search process
• Other information provided
• Arrest Record
• Citizenship
• Salary requirement and history
• Security Privacy Statement and Clearances
• Falsification of this information is grounds for
  termination!!!

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On-Site Interview

• If Resume, Telephone Interview, and Application
  is OK, request is initiated for on-site job
  interview
• This allows the hiring supervisor to get a look
  at the employee
• HR, Security, etc. also interview the candidate
• Candidate gets to talk to peers, look at the
  facility, and get a better idea of the type of
  work associated with the job position

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Offer

• If all of the above is OK, decision to hire is
  made by Supervisor
• Offer request generated with recommended starting
  salary
• Approvals of upper management, HR
• Offer letter generated by HR
• Letter sent to candidate
• Hiring Supervisor generally calls to formally
  extend offer

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Acceptance

• Candidate ties up loose ends
• Company physical, security questionnaire, etc
• Give Notice of Resignation to current employer
• Establish start date
• Move!!
• Start work on the agreed upon date
• Badge/ID
• Security
• Tax forms (W-4, etc)
• Employee benefit forms

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Next Lecture

• Systems, Organizations, and Systems Methodologies
• Definitions
• Approach
• Analysis
• Engineering
• Management