Oct 6, 2021 12:24:26 PM | 13 Min Read

What is the RPO process?

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What is the RPO process?

The process of RPO can be challenging to wrap your head around sometimes.  In this blog, we will break down each step to have a better understanding of how the process works!

What is RPO?

First off, what even is RPO??? 
RPO stands for Recruitment Process Outsourcing.  It is a type of recruiting where sourcing, recruiting, and hiring are outsourced to experts.  At endevis, we immerse ourselves in your business and culture to have a deep understanding of your company's needs.  We begin the process by seamlessly working as the recruiting extension of your company to attract, connect, and match people with positions.  This, in turn, creates a successful experience for the company and the candidates.  We train our recruiters with the most current and cutting-edge technologies to provide you with top-quality candidates.

External Process

Now that you know all about RPO, we are ready to begin the process.  Let's start with the external process:

  1. The Hiring Manager identifies a need and communicates the need with HR.
  2. HR completes a client requisition form and submits it with a job description to the talent acquisition lead.
  3. The requisition data is entered by the recruiter into an applicant tracking system (ATS) and routed for approvals.
  4. An intake discussion is scheduled within 24 hours of final approval to discuss the profile and specific questions for a phone screen.
  5. The recruiter sends intake notes and job posting drafts to the Hiring Manager and HR for approval.
  6. The Hiring Manager confirms the profile and external posting details.
  7. The recruiter engages the innovation team and executes a candidate generation strategy.
  8. All candidates must apply online through the ATS and client hyperlink.
  9. If the candidate is qualified, a phone interview is scheduled.  If not, a rejection letter is sent.
  10. If the candidate is still qualified after a phone interview, the recruiter submits the resume and phone screen to the Hiring Manager and cc: HR.
  11. The hiring manager reviews the resume and phone screen and provides feedback within 48 hours.  They also include next steps or decline within specific reasoning. (cc: HR)
  12. If the hiring manager deems the candidate qualified, they communicate interest in the interview either by phone or onsite.  If the candidate is not qualified, then the hiring manager provides feedback to the recruiter, and the recruiter will decline the candidate.
  13. The recruiter assists with interview scheduling and logistics.  
  14. The recruiter will prep the candidate for the interview process.
  15. HR or the Hiring Manager will then conduct interviews with the candidate and include tours where applicable.  They will then provide feedback within 24 hours and include the next steps or decline with specific reasoning.
  16. The recruiter will debrief the candidate to confirm interest.
  17. The recruiter will lead a debrief meeting with HR and the hiring manager to determine candidate decision.
  18. If there is interest in the candidate, then a decision is made if additional review is needed.  If further review is needed, the interview process is repeated.  If additional review is not needed, the recruiter will conduct a closing conversation with the candidate. 
  19. The recruiter then communicates the candidate's expectations to HR and the hiring manager.
  20. The Hiring Manager and HR discuss and prepare the offer.
  21. The recruiter extends the offer.
  22. If the candidate accepts the offer, the hiring manager will send the offer packet and initiate onboarding. Then, the recruiter will close the requisition in the ATS.  If the candidate declines the offer, the recruiter will return to the pool of candidates and sourcing.


Internal Transfer

Now that you know what happens externally, let's look at what happens when the candidate is internal:

  1. The recruiter sends an email to HR with the completed template to initiate the requisition process.
  2. The recruiter creates a requisition in ATS and establishes an approved workflow.
  3. Intake is scheduled 24 hours between HR and the Recruiter.  A weekly meeting is also scheduled between the Recruiter and HR.
  4. The recruiter sends intake notes and job posting information back to HR.
  5. The recruiter conducts a touch base with HR as established in the intake call.
  6. HR validates the candidate's time in service, performance, and minimum requirements.
  7. If the candidate meets the qualifications, HR sends the candidate information to the hiring manager.  If the candidate does not meet the qualifications, HR or the hiring manager disqualifies the candidate.
  8. The hiring manager makes a decision to interview.  If yes, then HR notifies the recruiter to schedule the interview in line with the normal process.  If not, HR or the hiring manager disqualifies the applicant.
  9. The recruiter arranges an interview with the interview team and the candidate.
  10. The recruiter arranges an interview panel, meeting schedule, and date and time.
  11. The recruiter sends the schedule information to the hiring manager and HR.
  12. The interview takes place.  The recruiter debriefs the candidate and confirms interest.  HR, the recruiter, and the interview team confirm interest or removal of the candidate.  If interested, the recruiter reaches out to the candidate to confirm interest in moving forward and starts the pre-closing process.  If not interested, then the process with this candidate is complete.
  13. If the candidate is interested in the position, then HR and the Hiring Manager collaborate on the candidate's compensation expectations for business approval.  If not, the recruiter communicates to the hiring manager why the candidate does not want to move forward.  (cc: HR)
  14. HR discusses the offer with the hiring manager and obtains appropriate approval.  The offer is delivered by the HR Manager or Hiring Manager (Role Dependent).
  15. If the offer is accepted, HR communicates the offer acceptance to the recruiter.  If not, the recruiter consults with the hiring manager on looking at external candidates.  The recruiter communicates to the Hiring Manager why the candidate does not want to move forward.  (cc: HR)
  16. The recruiter closes the requisition in ATS with the start date and salary.  
  17. HR sends the hiring manager and interview team an email of candidate acceptance.
  18. The hiring manager communicates a candidate congratulations and outreach.
  19. HR or recruiter sends a welcome packet to the new hire.

Throughout the process, the current supervisor for internal transfer will receive updates.

And there you have it!  You are now an RPO process expert.  RPO has been proven to add value to the hiring process, and endevis's RPO team has a reputation like no other.  Learn more about the services provided and team members by visiting our website: endevis.com.

endevis has evolved into a national talent & workforce solutions provider with offices throughout the nation. With a focus on healthcare, engineering, and IT staffing, the organization has won a handful of awards across its Professional Direct Placement, Professional Contract Staffing, and Recruitment Process Outsourcing Solutions. For more information, please email ROI@endevis.com.

Topics: Talent Acquisition, Workforce, Recruitment Process Outsourcing

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