back to basics recruiting new recruiter training
TRANSCRIPT
ACS Recruitment Training
Customer Care Region
IntroductionThe “How to Become a Successful Recruiter at ACS” Training goal is to provide new recruiters within 3 training sessions the following guide:
In Training Session 1 the recruiter will understand:Who is ACS?
ACS Mission StatementACS Organization ChartACS Main Lines of BusinessACS Clients
Customer Care RegionPillars of Excellence & Customer Care Top 10Customer Care Organization ChartGeneral Site Organization Chart
Staffing Goals/OrganizationThe ACS New Hire Process
ACS Definition of an ApplicantACS New Hire FlowchartDefine RequirementsIdentify and Source CandidatesInterview and Select CandidatesThe Internal Applicant ProcessThe ACS External Application PacketRehire PolicyReference Checks Extending the OfferVendor/Candidate ReimbursementChoicePoint Background ChecksQuest Drug Testing
Introduction
In Training Session 2 the recruiter will understand:ACS BenefitsOrdering of New Hire PaperworkNew Hire Paperwork Compliance and ProcessForm I-9
In Training Session 3 the recruiter will understand:Job File ComplianceRecruitmax/Vurv (Applicant Tracking Tool)ACS Staffing Compliance (EEO, AA, ADA) etc.Business Groups that Support RecruitingFrequently Used Terminology and AcronymsRecruiter ResourcesContacts for Recruiters
Who is ACS? ACS Mission Statement ACS Organization Chart
ACS Main Lines of Business ACS Clients
Who is ACS?
ACS is the leading provider of fully diversified, end-to-end business process outsourcing (BPO) and information technology (IT) solutions to commercial and government clients worldwide.
Founded in June 1988More than $5 Billion in Annual RevenueFortune 500 Company Over 50,000 employeesWorldwide Locations
Supporting client operations in nearly 100 countries 750 global locations
ACS Mission Statement
We will be the premier provider of business process and information technology outsourcing services.
We will design innovative solutions to meet our clients’ business requirements and deliver only the highest quality of service.
We will marshal talented, committed people and create an environment in which they can grow professionally through their achievements.
We will generate dependable and growing revenues, earnings, and returns to our shareholders.
ACS Organization Chart
Harvey BraswellGovernment Sales
Brad MartinDepartment of Education
Michael HuertaTransportation Solutions
Skip Stitt Government & Community Solutions
John CryslerGovernment Healthcare Solutions
Lynden LymanFinance & Revenue Solutions
John BrophyEVP, Business Relations
John RexfordEVP, Corporate Development
Lynn BlodgettExecutive Vice President and Chief Operating Officer
Mark KingPresident and Chief Executive Officer
Paul RyanSVP, Operations Advisory Services
Gladys Mitchell VP, Chief Ethics
Officer
Warren EdwardsEVP, Chief Financial Officer
Lora VillarrealSVP, Chief People
Officer
Lesley PoolSVP, Chief Marketing Officer
Bill DeckelmanEVP, General
Counsel
Steve SnyderVertical Markets
Tracy TolbertCommercial Sales
Mike O’HaraITO Services
Ann Vezina BPO Services
Tom BlodgettCommercial Shared Services
Lynn BlodgettGroup President
Commercial Solutions
Tom BurlinGroup President
Government Solutions
ACS Service Offerings(Lines of Business)
Commercial Solutions GroupBy contracting with ACS, clients can concentrate on their key business strategies, while we manage and operate the back office processes that may not be essential to their offerings. ACS also provides IT services and solutions for small and large systems, networks and enterprises.
BPO SolutionsAdministration
Finance and AccountingHuman Resource Solutions
OperationsPayment Services
Sales, Marketing and Customer CareSupply Chain Management
IT Outsourcing SolutionsApplications and Software Solutions
Desktop & Seat ManagementE-business and web services
Enterprise Solutions ManagementHardware Outsourcing
Information Systems OutsourcingSecurity Services
Systems Integration ServicesTechnology Review and Assessment
ACS Service Offerings(Lines of Business)
For Government services ACS is a leader in delivering creative and practical solutions.
Government Services encompasses:Medicaid ServicesDecision Support System Pharmacy Benefit Management Child Support Enforcement Electronic Benefit Transfer (EBT) Crisis Management E-Government Child Health Services (CHIP)Managed Care ServicesEligibility and Enrollment ServicesElectronic Traffic EnforcementToll CollectionsCommercial Transportation and TrackingWorkforce Services for Job Training
ACS Clients
Client names/logos may not be used externally without prior written permission.
Questions and Answers
ACS has approximately _______ employees.
The CEO of ACS is___________________.
ACS is the leading provider of fully diversified, end-to-end ________( ) and__________( ) solutions to commercial and government clients Worldwide.
ACS Customer Care
Over $250M in revenuesNearly 7000 employees14 US Domestic Locations2 Sites in Juarez, Mexico1 Site in Makati City, Philippines
Pillars of Excellence
• Client Satisfaction• Profitability• Revenue Growth • Associate Satisfaction
Customer Care Top Ten
1. “Can do” attitude 2. Client goals are our goals 3. Strong work ethic4. Sense of urgency 5. Communicate 6. Focus on results 7. Attention to Detail 8. Team Work 9. Self – Improvement 10.Great People!
Customer Care Region
Mike MarrowManaging Director
Customer Care
Chris TranquillRegional VP
Sprint
Art DiBariRegional VP
East
Jeff YentisRegional VP
North
Bob WatersSpecial Assistant
Scott BienackerLOB Controller
Lance HaleRegional VP
South
Amy McCartyVice President
Customer Care SolutionsDevelopment
Tony IngallsVice President
Decision Support Systems
Rebecca ShewbridgeVice President
Global Training and Quality
Simon HobdenDivision VP
Sprint New Business
John MacDonaldDivision VP
Sprint/Nextel/Boost/Nike
Staci NiddrieVice PresidentSprint/Nextel
David AfdahlDivision Vice President
Care
Steve BrownDivision VPPhilippines
Rick HaleGeneral Manager
Sandy, UTRyder/SMG/Spherion/Verizon
BellSouth/Boost Mobile
Greg JimenezGeneral Manager
Frostburg, MDUPCH/Aetna/Partners/BCBS
David BealGeneral Manager
Bartlett, TNBrother Intl
Mike MeileSBU Manager
Albany, NYNY Disbursement
Eric PettyGeneral Manager
Juarez Plant 17-Eleven/AT&T
Michelle TierneyGeneral Manager
Houston, TXTrilegiant/Sprint/Nextel Partners
Cathleen TimmonsVice President
Professional Services
Nirmal PrasadDirector
Region Software Dev.
Amnish KhoslaDirector
Regional MIS
Ramiro Candela Acting Director
NWFM
OpenDirector
GQA
Andre VanChauDirector
Accent Neutralization
Brad EricksonDirector
Learning & Development
Christina MorrisDivision Vice President
Kathy KonkolVice President
CSB Business Operations
Jay HinckleyGeneral Manager
Cary, NCAetna/Humana
General Site Org ChartGeneral Manager
SBU III
SBU Manager/Sr. Ops Manager
SBU i
IT Site Mgr.Sys Tech Mgr
Office Admin.Office Administrator
PayrollPayroll Specialist
ReceptionistAdmin. Clerk
Reports AnalystSystems Development
Specialist
Ops. Mgr.CC Ops Mgr
Sup. IICC Supervisor
Sup. ICC Supervisor
Network AdminInfo Mgt Mgr
Desktop/FacilitiesSupport
Fac Sup Spec/Systems Tech
Recruiter
Recruit. Assist.
Trn. QA Mgr.CC Manager
Trn. Bay Sup.CC Supervisor
QA Sup.CC Supervisor
Perf. CoachCC Team Coach
Perf. CoachCC Team Coach
Workplace PartnerWorkplace Partner
Program Mgr.Project Support MgrProgram Mgr.
Project Support Mgr
WF Sup.CC Supervisor
WF Spec.Proj Sup Assoc Analyst
Trainer - ExemptLearning & Dev Consultant
Trainer – Non-ExemptLearning & Dev Specialist
What are the ACS Staffing Goals? Who are the Leaders & Points of
Contact in Staffing?
ACS Staffing Goals
ACS Staffing Goals are:
To select and hire the most appropriately qualified candidates for the ongoing needs of our business;
To consistently and uniformly apply a job-related selection process
to all candidates; and
To be fair, objective and non-discriminatory in all of our selection decisions.
Staffing Organization Leadership
Team Member Title & Responsibilities
Clint JaynesDallas Corporate Office
Vice President, Staffing• Develop ACS Staffing Strategy• Staffing Team Talent Acquisition & Evaluation• Overall Execution of ACS Staffing Strategy
Scott WatersAtlanta Regional Office
Assistant Vice President, Staffing
Government & Healthcare Solutions• Lead & Manage G & H Recruiters• Ensure all Gov’t & Healthcare projects are properly staffed
Michael WiseDallas Corporate Office
Director, Staffing
Commercial Solutions Group•Lead & Manage CSG Recruiters•Ensure all CSG projects are properly staffed
Ellen PickleDallas Corporate Office
Director, Staffing
ACS Corporate & Staffing Projects•Lead & Manage Corporate Recruiters•Staffing Projects (Recruitmax, Exec. Referral)•Administration & Compliance
Customer Care Recruiting
LeadershipTeam Member Title & Responsibilities
Cathleen TimmonsDallas Corporate Office
Vice President, Customer Care Professional Services• Develop Customer Care Staffing Strategy• Staffing Team Talent Acquisition & Evaluation• Overall Execution of ACS Staffing Strategy
Tim SmithSandy, UT
Director, Staffing
Customer Care•Lead Customer Care Recruiters•Establish Customer Care Recruiting Processes and Best Practices•Administration & Compliance
Customer Care Recruiting Top 11
1. Find the right candidates for the job2. Complete ALL paperwork3. Meet class sizes4. Drug Screen and BI completed on time5. Actively be part of the Customer Care
Team6. Understand the responsibilities of the
position(s) for which you are hiring7. Be creative in promoting candidate flow8. Accurate and Timely reporting9. Understand Future needs and Growth10.Get New Employees excited about ACS11.Escalate whenever the possibility exists
to miss deliverable
ACS New Hire Process
ACS Definition of an ApplicantACS New Hire FlowchartDefine Requirement
Hiring Manager’s Recruitmax Tutorial (InfoBank)Types of EmploymentHiring Manager’s ListUltipro
Identify and Source CandidatesAffirmative Action PlansJob BoardsUltiproEmployee Referral
Interviewing and Selection of CandidatesInterview Evaluation/Offer Letter Request FormInternal Candidate ProcessRehire PolicyExternal Application PacketReference ChecksExtend OfferVendor/Candidate ReimbursementChoicePoint Background ChecksQuest Drug Testing
ACS Definition of an Applicant
ACS RECRUITMENT AND APPLICATION PROCEDURESI. DEFINITIONS:An applicant is defined as an individual who:1. Submits an expression of interest in employment through the Internet or related electronic
data technologies by completing ACS’s application process or otherwise applies for an open, posted position;
2. Is considered for employment in a particular position;3. Possesses the basic qualifications for the job in question; and4. At no point in the selection process prior to receiving an offer of employment removes himself
or herself from further consideration or otherwise indicates that he or she is no longer interested in employment in the position.
II. OVERALL PROCESS MANAGEMENT1. ACS practice is to not accept unsolicited resumes or employment applications. 2. ACS practice is to not accept any resumes or employment applications that do not identify a
specific position.3. ACS practice is to not consider as an applicant any candidate whose salary expectations do
not match the salary ACS will pay for the position in question. Recruiting personnel will assess a candidate’s salary expectations during an initial phone screen, if necessary.
4. ACS practice is to not evaluate expressions of interest in employment outside of the time a position is posted for submission of applications.
5. ACS practice is to not evaluate expressions of interest that reside outside of the geographic area being considered for the position unless those expressions of interest specifically communicate a desire to relocate to the geographic area where the specific position is based without relocation benefits if no relocation assistance is available.
6. ACS recruiting practice may include a search for applicants via a productive database search. In these circumstances any candidate who satisfies the definition of an applicant referenced above, should be considered an applicant and identified on the applicant flow log. By way of further explanation, if a review of the database produces 15 resumes to be reviewed by Recruiting personnel and they, through an initial phone screen, determines that 10 of the candidates satisfy the definition of an applicant, which includes completing an ACS application for the open, posted position, then those 10 individuals should be accounted for on the applicant flow log. From those 10 applicants, three people are selected for an interview. The applicant pool should not be limited to only those applicants who were interviewed but instead would include all 10 individuals who were considered applicants.
Customer Care Recruiting Processes
Recruiting in the Customer Care organization is typically separated into two groups:
• Production Recruiting/Hiring• Exempt/Non-Production
Recruiting/Hiring
We cover the Exempt/Non-Production process first
ACS New Hire Process
* Includes resume and EEOC information
** Includes New Employee Data Form, W-4, I-9, State Witholding (if applicable), Confidentiality Agreement, Background Check Authorization,
Drug Screen Authorization (if necessary), OJI Plan (TX only), Employee Guidebook Acknow ledgement,
ACS Workplace Practices, ACS Code of Conduct & NDA (other business variances may apply)
STAFFING PROCESS
Define Requirement
Hiring Manageridentifies hiring need
HM creates requisition
in Recruitmax
Recruiter receives requisition notification
from Recruitmax
Recruiter audits requisition and contacts Hiring Manager
within 24 hours
Identify/Source Candidates
Legend
RecruitmaxProcedure
Recruiter or Hiring Manager action
Decision Point
Recruiter and Hiring Manager discuss requisition and develop sourcing plan
( job description, AAPs, posting options, alternative sources, etc.)
Recruiter posts position to external/internal
job sites and creates job file for collection of
documents
Recruiter begins sourcing using
Recruitmax, job boards, employee
referrals, networking, job fairs, and internal
candidates.
Recruiter conducts pre- screens, sets-up
interviews/testing(if applicable) for qualified
candidates
Recruiter updates Recruitmax with notes and
moves candidates to considered status.
Recruiter contacts all internal candidates within 5 business days to discuss
qualifications.
Hiring Manager receives and reviews qualified candidates and notes from
the Recruiter
Conduct interview?
Recruiter sends e-mail or letter to
candidate.
Interview and Select Candidates
Add interview activity to candidate profile in
RecruitMax.
Hiring Manager conducts interview and completes
Interview Evaluation form for all candidates interviewed.
Extend Offer
Hire?
Hiring Manager submits Offer Letter Request Form and Interview
Evaluations to Recruiter at the end of the
interviewing process for all candidates.
Recruiter makes verbal offer to candidate and
follows up with a written offer and New Hire
Paperwork.
Recruiter updates and closes the requisition in Recruitmax
EndRecruiter updates
requisition profile with disposition.
Recruiter notifies candidate via email
or phone call.
Candidates apply online by completing profile*
Candidate completes application , Affirmative Action survey, DRP & 8850.
Candidate signs offer letter and completes New Hire Paperwork**
Recruiter (HM in some cases) collects paperwork and forwards to Tempe for review and submission.
Candidate Action
Recruiter schedules
interview for Hiring Manager.
ACS New Hire ProcessDefine Requirement
1. Hiring Manager identifies a job requirement and determines if the need is permanent, project based or temporary.
2. Hiring Manager and/or Recruiter receives proper approvals from upper management to open requisition. Position vacancies must be posted for a minimum of three (3) calendar days. 3. Hiring Manager identifies elements of the job needed and chooses a title and job description in the recruitment tracking system. If the position is not found in the system, or is a newly created position, and the Manager does not know Job Description, Job Title, Project One Code, or Salary Range, the Manager should contact the Compensation Department to get information and create a job description questionnaire.
4. The Hiring Manager and/or the Recruiter open a job requisition in Recruitmax the ACS Staffing online applicant tracking system. Manager/Recruiter will need to know the Hiring Manager’s cost center, GL code and
department code to complete the requisition.
5. Recruiter reviews and ensures requisition is completed correctly.
Resources
Compensation Department -P1 Job Titles
Hiring Manager’s List
Recruitmax Tutorial-Quick Reference Guide for Hiring Managers (InfoBank)
ACS New Hire ProcessIdentify/Source Candidates
1. Recruiter discusses sourcing strategy with Hiring Manager to include approval for charges of advertising, candidate travel, relocation, or other costs associated with sourcing of candidates for the position. Recruiter discusses Affirmative Action Plans with Hiring Manager for any underutilized positions. Recruiter will discuss expectation of time to fill with Hiring Manager and obtains his/her commitment to review resumes and candidates quickly and provide adequate feedback on resumes and candidates submitted.
2. Recruiter posts requisition on appropriate internal and external boards as discussed with the Hiring Manager.
3. Recruiter creates job file for collection of documents.
4. Recruiter sources utilizing several different tools (on-line database, job boards, employee referrals, networking, job fairs, internal candidates, etc.)
Resources
Relocation Policy
Affirmative Action Plans***************************
** Job Boards Wrapped from Recruitmax
CareerBuilder
Dice***************************
*****Job Boards the recruiter must manually access:
Monster
Hot Jobs
I-Hispano
******************************
Employee Referral
ACS New Hire Process
Identify/Source Candidates Continued
5. Recruiter establishes candidate pool and conducts initial screens/interviews/testing (if applicable).
6. Recruiter should contact all internal candidates within 5 business days
that apply to discuss qualifications and/or fit for position.
7. Should a former ACS employee apply for a position and is considered, the Recruiter must verify candidate’s
eligibility for rehire in Ultipro.
8. Recruiter documents sourcing and screening activity in Recruitmax on a continuous basis.
9. Recruiter selects top candidates and creates an applicant pool
based on the ACS Definition of an Applicant. Other candidates are
disqualified from consideration and the applicant pool candidates are
sent forward to the next step in the process.
Resources
Pre-screen Questionnaires
Internal Candidate Process
Rehire Policy
ACS INTERNAL APPLICANT
Internal Candidate ProcessInternal Candidate ApplicationOffer Letter Transfer/PromotionPre-employment Drug Testing Form/Process
ACS INTERNAL APPLICANT
MSS/ESCN
Manager Self-Service commonly referred to as (MSS) allows managers to perform HR transactions such as organizational changes, promotions/merit increases, job title or
work hour changes, leave of absence, etc easily and quickly through this on-line tool. This
is the preferred method of ACS for transfer/changes for internal employees. Infobank
provides thelink that allows managers to access instructions/tutorial on the features of MSS.
For situations that can’t be processed through MSS the manager can complete an Employee
Status Change Notice (ESCN). This document is completed by the Hiring Manager for processing applicable changes for the internal employee.
Here’s an example of an ESCN:
ESCN Employee Status Change Notice
ACS New Hire Process
Recruiter schedules interview for Candidate(s) with Hiring Manager and
Candidate(s) Complete External Application Packet
WOTC Staffing Guidelines
The Hiring Manager completes the Interview Evaluation/Offer Letter Request Form (for all candidates interviewed on the phone or in person)
Interview Evaluation/Offer Letter Request Form
Application Affirmative Action Survey 8850 Notification and Authorizatio
n for Background Investigation
Agreement not to Use Former Employers’ Confidential Trade Secret
DRP Plan DRP Drug Testing Policy &
Procedure
Interview & Selection of Candidates
ACS New Hire Process
Rehire Policy
ACS New Hire Process
ACS Reference Check Form
Before extending an offer for any Manager position, the recruiter should complete a reference check. The ACS Reference Checking Form is the document that should be used for a minimum of 2 reference checks per candidate.
Offer Approval Process
All offers for non-production positions must be approved by the Regional Vice President prior to being extended to a candidate.
• Exempt & Non-production Non-exempt Hiring Process SOP
ACS New Hire ProcessExtending The Offer
It is very important that the recruiter has pre-closed the candidate (s) to allow for no “last minute surprises”.
The Recruiter should discuss with the Hiring Manager the salary expectations of the candidate prior to an offer being extended. The recruiter should have already discussed the benefits package with the candidate so an offer can be established that is agreeable to the Hiring Manager and the candidate. The recruiter should make sure the manager has received the proper approvals from upper-management particularly with regard to relocation. See Corporate Approval Matrix.
The Recruiter extends the offer to the candidate verbally and discusses a start date.
The Recruiter should also advise the candidate that the offer is
contingent upon satisfactory background check results and drug testing results if applicable. Recruiter should notify their workplace partner immediately if they receive an
unsatisfactory result.
Resources
ACS 2006 Benefits
Relocation Policy
ACS New Hire Process
Extending The Offer Continued
The Recruiter and/or Recruiting Assistant prepares the offer letter and sends the new hire forms and offer letter to the selected candidate. Only required offer letter templates should be used and only pre-approved offers can be extended following the approval matrix or per discussion with management.
Again, the Recruiter must complete a Background Investigation and coordinate a Drug Test for every employee. Recruiter advises candidate of their first paycheck noting payroll cut off dates. They set a realistic expectation of when their first check can be cut. Recruiter updates Recruitmax noting why the offered applicant was selected over the other candidates. We should never use “overqualified” to deselect. Notations as to why some applicants were de-selected should also be made. As appropriate the recruiter should e-mail non-selected candidates who are no longer considered for the position. We should never tell a candidate they were over qualified. Do not discuss other candidates, but state another candidate who more closely matched our requirements was selected.
ACS New Hire Process
ChoicePoint (Background Checks) ACS Background Check Policy
Guide to completing a background check
Quest (Drug Testing)Drug Testing Policy & Procedure
Chain of Custody Form
Non-Exempt Production Hiring
Recruiting for Non-exempt Production positions will have a simplified process.
Requisitions still need to be approved by the Managing Director and should be submitted as an anticipated number of hires for a month or 2 week period.
CIS Candidate Flow Process
ACS New Hire Process
ChoicePoint (Background Checks)
All new employees
ACS Background Check Policy
Choice Point Web Page www.cpscreen.com
Background Ordering Instructions
Quest (Drug Testing)If applicable
Drug Testing PolicyDrug Testing ProcedurePre-employment Drug Testing FormDrug Test Request SpreadsheetForensic Drug Testing Custody and Control Form (Chain of Custody)-Quest
Questions & Answers
True or False
Requisitions are opened in Recruitmax by only the Hiring Manager.
Recruiters must contact all internal candidates who applied for a specific position within 48hrs to discuss qualifications/fit the position.
A background check is completed for new hires if applicable.
The Affirmative Action Survey and the 8850 are both time sensitive documents that should be sent to Dallas.
ACS New Hire Process
ACS 2006 BENEFITS
Question & Answers
The ACS Affordable Health Plan is for full-time employees who are non-exempt
and have _______or less in annual base pay.
ACS Employees can enroll in the E______S______P_______P_______at any time.
The ACS Employee that is eligible for benefits is a full-time employee scheduled
to work at least __ hours per week.
ACS NEW HIRE PAPERWORK PROCESS
Steps to Ordering New Hire Packet (Documents)ACS New Hire Paperwork Process Flowchart
The 5 Critical Documents for New Hire PaperworkNew Hire Paperwork
4th-11th Day Termination Process
Ordering New Hire Packets
Steps to Ordering New Hire Packets
Step 1 Recruiter completes the New Hire Paperwork Order Form and emails to Roxanne Braxton.
Step 2 Roxanne places order through online process at CMD.
Step 3 Once order is confirmed, an automatic confirmation email will be sent to Roxanne from CMD.
Step 4 Order confirmation is printed, attached to original order form and filed in CMD folder.
2006 New Hire Order Kit Form
New Hire Paperwork
The 5 Critical Documents for New Hire PaperworkNew Hire Paperwork Checklist
Offer Letter Template Example Interview Evaluation/Offer Letter Request Form (Hiring Manager’s Signature-E-mail Approval)New Employee Data FormForm I-9 (Form I-9 Documentation)
Form I-9 Key Fields of ImportanceForm I-9 Acceptable and Unacceptable
W-4
New Hire Paperwork New Hire Paperwork Checklist
The following are examples of new hire paperwork in addition to the 5 critical documents:
•Application•Agreement not to use Former Employers' Confidential or Trade Secret Information •Acceptance of and Agreement to ACS Dispute Resolution Program•Notification and Authorization for Background Investigation – includes Credit Check authorization•Affirmative Action Survey•8850 Form & MII Survey Form
New Hire Paperwork Continuing on the list of examples of new hire paperwork in addition to the 5 critical documents:
ACS Code of ConductEmployee Non-Disclosure, Non-Solicitation & Intellectual Property AgreementRepayment of Debt FormEmployee Guidebook AcknowledgementACS Workplace PracticesPre-Employment Consent to Alcohol/Drug ScreeningDirect Deposit Form (candidate must attach voided check)Benefit Enrollment FormsBeneficiary Designation Form
Background Check Results
Other Documents for specific locations:State Withholding Form – If applicable for the state in which the employee worksTexas ONLY - OJI Plan Form (Except SLS & GS)California ONLY - Employer's Notice of Medical Provider Network
New Hire Process-4th-11th Day Termination Process
Questions & Answers
True or False (Why)
The Form I-9 can be completed up to 10 days after the new hire has started?
Either the Hiring Manager or the recruiter can sign the Offer Letter Request
Form to show the authorization for the hire?
All New Hire Paperwork must be turned in within 10 calendar days of the
start date of the new hire?
RecruitmaxRecruitmax Recruitmax provides the following:
•Automated applicant tracking for the recruitment process •Job requisition templates •Candidate information •One screen workbench for managing multiple requisitions •Provides the online communication between the Hiring Manager and Recruiter
ACS HIRING OBJECTIVESThe ACS hiring process is designed to meet the following hiring objectives:
•Select and hire the most appropriately qualified candidates for the
ongoing needs of our business •Consistently and uniformly apply a job-related selection process to
all candidates •Make fair, legal, objective, and non-discriminatory selection decisions
Recruitmax Training
Web Address: http://acsg.recruitmax.com/
Access and Login to RecruitmaxCreating a Domestic RequisitionCreating the Hiring Manager’s ProfileSearch for CandidatesAdd Candidates to a RequisitionUploading a Resume and Adding the Candidate to
yourRequisitionDocumenting the ProcessClosing a Requisition
Job File Compliance
What are Job Files?Job File ChecklistSourcing Plan Log
Job File Compliance
What are Job Files?Compliance Requirements for documentsJob File Top Compliance Issues
Job File ChecklistSourcing Plan Log
What are Job Files
Paperwork that needs to be available and in compliance for a DOL audit when questions arise about hiring practices.
Paperwork for selected/internal/non-selected candidates retained in the Staffing Department.
Retained on site for 2 years
ACS does not scan these documents for the purpose of job file compliance at this time.
ACS Staffing Compliance Guide
ACS Staffing complies with the following federal regulations:
EEO Standards
Affirmative Action Goals
Americans with Disabilities Act
Negligent Hiring and Employment Deception Laws
ACS STAFFING COMPLIANCE DETAILS
Business Groups that Support Recruiting
CompensationData OperationsEmployee Relations/GovernancePayrollImmigration
CompensationHow does Compensation support
Recruiting?Who do I contact in Compensation?
Compensation
Compensation develops compensation programs that attract talented professionals.
They ensures fair and equitable pay rates based on a pay-for-performance philosophy.
Compensation supports Recruiting with the following:
Job DescriptionsSalary SurveysInternal Employee’s Current CompensationPerformance Review Information
Data Operations
How does Data Operations assist in the New Hire Process?What are the main functions of Data Operations?What processes occur in Tempe and then Jamaica?
How does Data Operations assist in the New Hire Process?
Paperwork is received and reviewed by ACS Staffing Recruiting Assistants in Tempe, AZ and the Paperwork is then scanned into ODM by Data Ops to allow for the set-up of Jamaica to index and process.
If there are missing documents, or incomplete documents, the new hire packet (documents) cannot be entered into Ultipro by Data Operations in Jamaica.
New Hire Forms should be filled out properly the first time: The Recruiter or the person working with the new hire to complete their paperwork needs to ensure that all appropriate fields are completed with quality and accuracy.
Data Operations Processing Functions(Tempe, AZ, and Jamaica)
Tempe, AZ office-scans new hire documents Jamaica inputs the data entry components of new hire paperwork into Ultipro.
Data Entry of the following is done by Data Operations in Jamaica:Processing of New Hire PaperworkTransfersSalary MaintenanceTerminationsChange and Supervisor ChangeTaxesEmployee Information UpdatePerformance ReviewCost Center ChangesIndexingLeave of AbsenceBenefits
Employee Relations & Governance
Develops and maintains clear and consistent company policies, procedures, and business processes that maintain legal compliance and provide proactive counseling, guidance and direction to all employees.
*Proactive in the development and compliance of laws andregulations that impact HR management and ACS.
Fosters an environment of fair and civil treatment, recognition, open communication and teamwork.
*See your ACS Staffing Guide for situations where the WPP can assist the Recruiter.
PAYROLL
What Recruiters should know about payroll?
Pay PeriodsBi-Weekly
Non-exempt: Hourly employeesAll non-exempt (hourly) employees are required to complete an individual time record showing the daily hours worked.
– If incentive compensation pay, then time is recorded through FEPS.
Any type of absenteeism is also reported on the time sheet.
Paid-Time OffAll employees are required to complete a Request for Time Off Form when requesting paid time off.
Direct DepositAttach a voided check or deposit slip
– You can have up to 4 accounts; 2- checking; 2 savingsIt takes 2 pay periods to set upNotify Payroll Department before making changes to your account
Questions & Answers
A recruiter can contact _________about salary surveys, job
descriptions, performance reviews, and internal employees
current compensation from this department.
Data Operations in Tempe, AZ ________all of the new hire
paperwork.
RESOURCES
ACS Company Information
InfoBank
Contact List
ACS Acronyms & Terms
ACS Staffing & Reference Guide
Questions & Answers
ACS Company Information
ACS at a GlanceACS created the ACS at a Glance to meet the demand for a
brief, single-page document that employees can use to quickly understand the business of ACS. ACS at a Glance is published monthly and distributed via email by Corporate Marketing to ACS employees worldwide. The document describes ACS’ business and the services we provide. It also includes a list of selected clients, revenue mix by service offering and market segment, and the industries we serve. ACS at a Glance also features current company news and a series of “Fast Facts,” including company rankings and accolades.
ACS TodayACS’ employee newsletter, ACS Today, educates and
informs employees about recent ACS news and details new contract wins, presents key messages from our executive leadership team, and announces new service offerings within our operating groups. The quarterly publication also discusses new executive appointments and organizational changes, strategic alliances with partners, and client success stories. We solicit feedback from our employees about new projects or processes and report on internal employee-related news as well. We also spotlight the previous quarter’s Sunshine Award winners and describe the accomplishments that earned them this important company recognition.
INFOBANKACS InfoBank – http://infobank.acs-inc.com
The ACS InfoBank is a “one-stop shop” employee website for information, tools and resources.ACS Corporate InformationBusiness OperationsFinance and AccountingHuman Resources (HR Quicklinks)LegalMarketing and CommunicationsMergers and AcquisitionsBusiness PartnersPublic AffairsReal Estate and FacilitiesSales and Business DevelopmentSupport and Help
All of the above may be accessed by visiting the
ACS Employee InfoBank
http://infobank.acs-inc.com Username: WIN ID#First Time Password: 4digits of SS# and MMDD format of birthday (Instructions on First Screen of Infobank)
ContactsName & Title Phone Role & Responsibility
Connie KendallAdministrative Supervisor
214-887-7454 New Hire ProcessesGeneral Inquiries
Leta SmithRecruiting Associate
214-887-7628 Recruitmax (back-up)ChoicePoint (background checks)Employee Referrals
Sherry GonzalesStaffing Project Specialist
214-584-5148 Internal Application ProcessExecutive referral processImmigration processInternship Program
Lucien MillerRecruitMax Sys. Admin.
214-887-7595 RecruitMax
Denettra QuintanillaRecruiting Assistant
214-887-7719 New Hire PaperworkGeneral Inquiries (ODM)
Candi WidenerRecruiting Assistant
214-584-5942 New Hire PaperworkGeneral Inquiries (ODM)
Brenda GonzalezRecruiting Assistant
214-877-7092 New Hire PaperworkGHRS
Roxanne BraxtonRecruiting Assistant
214-584-5820 Orders for New Hire Paperwork PacketsVendor/Candidate ReimbursementExpenses
ContactsName & Title Phone Role & Responsibility
Denise DolbyExecutive Administrative Assistant
214-584-5845 Support to VP, StaffingUltipro Access
Corene SamersonRecruiter Training & Compliance Specialist
214-841-6165 Recruiter TrainingJob File Compliance
David WoulfeEmployee Relations Specialist
214-887-7347 I-9 ProcessRehire Policy
Ben WeldyEmployee Relations Specialist
214-584-5264 I-9 Process
Miguel GarciaSr. HR Generalist
214-841-8027 Immigration
Victor AriasHR Generalist
214-887-7404 Immigration
Jeanna Hall Senior Paralegal
214-584-5835 Reviews non-compete documents
ContactsCompensation
ContactsPhone Role & Responsibility
Shelli KavanaughDir, Compensation
214-841-6972 Compensation
Chris Lynch 202-378-2872 GSG CompEducation Solutions Comp
Kirk Ulrich 214-841-6398 AuthoriaITO CompInternational Comp
Donna McGary 214-584-5656 MSSCorporate Support CompBPS CompSales Comp
Ian Grazulis 214-818-3013 CSG/Professional Solutions CompHR Integration
Jacob Sneed 214-887-7507 AuthoriaReportingRecruitMaxUltiPro
ContactsContact Phone Role &
ResponsibilityACS HR Call Center 877-276-2860
[email protected] & Payroll
ACS Global Assignment Center
512-996-6266
Karen Beveridge
A. Kimberly HendersonGAC Relocation Consultant
512-402-1986Karen.beveridge@[email protected]
Relocation Policy and Process
DRP Helpline at 866-667-9733 Dispute Resolution Plan
Dispute Resolution Plan (DRP) Administrator
214-584-5286
ERS help line 214-584-5846 Expense Reporting System
MSS Hotline 877- [email protected]
Questions or Requests for Manager Self Service (MSS)
ACS Customer Care Center 888-401-INFO (4636)https://www.benefitsweb.com/acs.html
401 K Registration and Information
HR and DRP ContactsRegional Human Resources
Contact Region Territories Phone Number
Russell Goin Texas/Region 1 TX, OK, LA, MS 214-841-8131
Gil Guzman Western/Region 2 CA 310-513-2703
Linda Crawford Central/Region 3 MN, IS, KS, MO, AR, IL, WI, MI, IN, OH
847-761-2591
Greg Dodge Northeast/Region 4 ME, VT, NH, MA, NY, RI, CT, NJ, DE, DC, PA, MD, WV, VA
315-738-2302
Mary Munoz Southeast/Region 5 NV, UT, CO, AZ, NV 602-412-2101
Gil Guzman Northwest/Region 6 AK, WA, OR, ID, MT, WY, NE, SD, ND
310-513-2703
Linda Crawford Southeast/Region 7 KY, TN, NC, SC, GA, Al, FL 847-761-2591
Kevin Buford – BPS 859-389-4460
Milou Carolan – Government Solutions (State Healthcare/State & Local Solutions) 202-378-2860
Larry Fazzini – IT Solutions 214-887-7393
Carol Leach - CSG 601-427-0356
Gladys Mitchell – Ethics 866-667-9733 (toll free)
Dispute Resolution Plan (DRP) Line 866-667-9733 (toll free)
ConclusionQuestions & Answers