Eaton Recruiting/Talent Acquisition Policy

Transcription

1 Eaton Recruiting/Talent Acquisition Policy Electronic Requisition, Job Posting, Candidate Identification, and Application March 2011

2 Introduction The Eaton Business System (EBS) has been identified as a key differentiator and one of the prime drivers of our success going forward. In the words of our CEO Sandy Cutler, We strengthen our overall enterprise and our individual businesses through our integrated operating company philosophy embodied in the Eaton Business System. Where there is significant advantage to Eaton to standardize an aspect of our business, we will do so by adopting and deploying a common tool or business process. The sum of all these tools and processes, aligned and integrated, is EBS." EBS is a powerful integration of proven foundation components, tools and processes that will give Eaton a significant advantage when they are deployed as prescribed across the organization. It is therefore crucial to our success that we rigorously manage the documentation and deployment of the components of EBS. Effectively deploying the components of EBS allows us to take advantage of our collective skills and resources to build on the Power of One Eaton. Recruiting/Talent Acquisition Policy v 1.0 February

3 Section 1 - Scope The Recruiting/Talent Acquisition Policy is applicable to all Eaton operations and facilities and addresses the governance and guiding principles related to the recruiting/acquisition of talent including the requisition, posting, candidate identification, and application processes. The goal of the Recruiting/Talent Acquisition Policy is to optimize Eaton s global organizational capability by utilizing best-in-class and efficient talent acquisition practices that result in attracting and developing top talent while providing an exceptional experience for both internal clients and all candidates. All Eaton operations and facilities shall partner with the Eaton talent acquisition center (TAC) to manage the recruiting process leveraging the company s applicant tracking system, the E- requisition process, EatonJobs, Eaton.com/careers, and defined roles and responsibilities for hiring managers, talent acquisition center representatives, human resources representatives, and all Eaton employees using EatonJobs. * * Note: TAC resources manage the recruiting process for salary band 07 and above positions globally. Additionally, in India, TAC manages salary band 04 and above, and in Poland, TAC manages salary band 06 and above. In the locations where TAC resources have not been deployed, the human resources team assumes the TAC responsibilities. The Recruiting/Talent Acquisition Policy does not apply to parttime, temporary and contract positions. This policy does not supersede local internal movement policies for salary band 06 and below positions. Guidance on University Relations processes are covered separately on the University Relations website. Section 2 Definitions Applicant Tracking System: Kenexa Recruiter BrassRing (KRB) is Eaton s Applicant Tracking System and shall be used by Eaton locations to manage the recruiting process including candidate information, position information, recruiting status, and talent acquisition reporting. Candidates: Candidates can be either Eaton employees or external candidates. To be a candidate, the individual must express interest in an open position by submitting his or her resume via Eatonjobs or Eaton.com/careers. Contingent Search Firms: External recruitment organizations charging a fee in exchange for the hire of a candidate identified and presented to Eaton. Contingency based firms typically charge a fee only if a candidate they sourced is hired. Eaton.com/careers: Eaton.com/careers is the external on-line mechanism to communicate open positions at Eaton. External candidates may browse opportunities and search for open positions that match their interests. Eaton.com/careers contains links to additional information about the overall organization, University Relations, and Eaton development programs. EatonJobs: EatonJobs is the internal on-line mechanism to communicate open positions at Eaton. Employees may browse opportunities and search for open positions that match their interests. EatonJobs also contains helpful information about the global employee referral program, job interview tips, job seekers frequently asked questions, and resume writing tips. Electronic requisition (E-req): The E-req is the process used to electronically initiate and approve an open position to be filled. The E-req contains information about the position and the approvals required. Hiring Managers: Hiring managers are the Eaton employees responsible for the position being filled. The position will report to this manager. Interview Team: The interview team is the group of Eaton employees who will participate in the interview process and select candidates. Effort is made to ensure a cross functional team with individuals selected to provide well rounded feedback on the candidate s skills, capabilities, and accomplishments as well as fit for the position in consideration. The hiring manager and human resources representative will work together to define the interview team. Kick off Call: The purpose of the search kick off call is to set expectations for all parties involved in the hiring process and determine the appropriate recruiting strategy for the open position. The call is set up and run by the TAC representative and takes place after a requisition has been opened via the E-req process. The kick off call takes place on each position within the TAC service offering (See Note in section 1 scope). The human resources representative may manage this responsibility for positions not supported by the TAC. Post Interview Feedback Meeting: This meeting is designed to ensure all interview team members provide feedback on the candidates considered for the position and a complete review of the interview data. The post interview feedback meeting is a formal step in the interview process at Eaton. This meeting is initiated by the hiring manager and human resources representative and aides the hiring manager in making the hiring decision. Retained Search Firms: External recruitment organizations charging a fee in exchange for the hire of a candidate identified and presented to Eaton. Retained based firms typically require a fee for their work regardless of if a candidate they sourced is hired. Typically retained search firms are used on senior level positions. Recruiting/Talent Acquisition Policy v 1.0 February

4 Selection Process: Eaton s selection process is a behavioral based structured interview approach utilizing Eaton competencies to select candidates for all positions salary band 07 and above. Job-based competency profiles provide consistency and calibration to the selection process, while online tools enable the creation of interview guides. As part of this process, pre-interview planning meetings are facilitated by the hiring manager and human resources representative to prepare the interviewers and post interview feedback meetings are required to help interviewers reach an informed decision on the candidate s potential fit for the role. All interview team members shall complete training for the selection process prior to interviewing. Salaried Position Questionnaire (SPQ): The SPQ is designed to document the responsibilities, competencies, skills and experience required for the defined position. Hiring Managers in partnership with their Human Resources Representatives will update or create this document. Talent Acquisition Center (TAC): The TAC is the Eaton team of resources dedicated to sourcing and recruiting talent for open positions. TAC team members are located in all regions of the world and are aligned to business groups and/or functional areas. TAC continually seeks out external candidates that are high potential and meet the needs of Eaton operations around the world. This ongoing pool of talent is critical to foster Eaton s global growth and ensures efficient sourcing efforts leveraging talent across businesses and locations. Talent Scout: Talent Scout refers to the continual focus and constant attention to look for new talent to join Eaton. Everyone in the company should think of themselves as a Talent Scout. Talent Scouts at Eaton focus on selling EATON as a career rather than only thinking about talent when they have a specific position open. A talent scout has the following characteristics: Knows competitor s best people in geography with an eye towards getting them hired when possible / helps Eaton get the right people in the right jobs Builds a track record of hiring, developing and promoting top talent (for Managers) Builds a network of potential referral candidates through daily interactions (professional associations, trade shows, training, etc.) Understands the strategic direction of their business and Eaton (reads and learns as much as they can) University Relations team manages all aspects of the relationship with the target schools and the annual recruiting process. Section 3 Talent Acquisition Philosophy Eaton s business is global, diverse, and highly competitive. Eaton s success depends on the company s ability to attract, develop and promote the very best from the pool of available talent both internally and externally. Our managers should strive to be talent minded, selecting candidates based on demonstrated success and future capabilities - not exclusively on technical skills and years of experience. Our hiring approach for every position should be to hire the best possible candidate available for the position who also demonstrates the skills, aptitude and capabilities to advance to higher levels in the organization. The available candidate pool may include internal and external candidates in order to insure we are hiring the best candidate for the opening. Throughout the selection process, feedback to candidates should be open, honest and timely. Providing developmental feedback to candidates who are not selected is as great of a responsibility as making the offer to the selected candidate. In order to insure Eaton has the talent to support the company s growth, every employee should be a Talent Scout. A Talent Scout is always searching for the best people and helping the company get the right people in the right jobs. Section 4 - Policy The below sections detail the steps required to comply with the Recruiting/Talent Acquisition Policy. 4.1 Requisition The requisition process involves all of the activities to document and define the requirements to secure a new resource for an approved position. The E-req process enables the on-line management of the position details and the approvals to fill the posted position. The E-req process shall be utilized by all Eaton operations and facilities for all positions salary band 07 and above (in India, salary band 04 and above and Poland salary band 06 and above). The E-req process shall be used in the U.S. for positions below salary band 07 when external candidates will be considered. University Relations: Eaton partners with key universities to attract and hire top students to begin or advance their careers. Key disciplines for which we recruit at the college level include: Engineering, Finance/Accounting, Human Resources, Information Technology, Supply Chain Management, and MBAs. The Recruiting/Talent Acquisition Policy v 1.0 February

5 4.2 Posting The posting process involves all of the activities to communicate open positions and career opportunities to both Eaton employees and to external candidates. EatonJobs and Eaton.com/careers house the open positions and provide an on-line mechanism for employees and candidates to apply for positions following the defined eligibility requirements. Positions may be posted internally and externally simultaneously. In the event that the position is posted internally or externally; it shall remain posted a minimum of five (5) business days. If in the course of the recruiting efforts the position is moved to On-Hold status, it can remain there up to 60 days. After 60 days of being on-hold the requisition will be cancelled and a new approved requisition will be required. Eaton s goal is to hire the best qualified candidates. All Eaton operations and facilities shall post all positions salary band 07 and above, (in India, salary band 04 and above and Poland salary band 06 and above) and in the United States all positions below salary band 07 where external candidates will be considered inclusive of cooperative programs and intern positions. Positions not managed by TAC will follow the local process for job postings. For SB06 and below positions, locations may establish a posting protocol wherein prior to the requisition being placed either internally or externally on Eaton.com/careers a maximum number of candidates to be considered on a first come/first serve basis is established (for example, only the first 100 candidates will be considered). When used, a pre-established protocol supersedes the 5-day posting requirement. Each requisition (for SB06 and below) must have either a pre-posted protocol established or meet the 5-day minimum posting requirement. Additionally, if a protocol is established it must be clearly stated in the job posting under the basic qualifications section. This philosophy ensures all employees have access to career opportunities within Eaton. There may be situations where a position will not be posted on EatonJobs. In the rare situations when a position is not posted, it is generally due to one of the following reasons: General Manager level and above positions Cooperative and Intern positions (outside the US) Contract positions Positions excluded by a local collective bargaining agreement Reorganization/restructuring or acquisition integration actions Additionally, a situation may exist that requires candidate identification that falls outside the E-req process. These are rare situations and will require the approval of the appropriate Sector SVP HR or the Executive VP Chief HR Officer for Corporate positions. 4.3 Posting with Relocation Benefits (US Only) The recruitment geographical area must be defined prior to posting a job. If a position is posted with relocation benefits, recruiting will be done on a national basis. Eaton s formal relocation program will be offered to the successful candidate. Eaton will not require a candidate to relocate himself or herself to the hiring location, and hiring bonuses may not be substituted for a formal relocation package. In addition, the hiring location may not make any exceptions to Eaton s relocation program in terms of eligibility, benefits or any other provisions. You may add the statement, Local candidates preferred to the qualifications for the position you are posting, but candidates from outside the immediate geographic area will be considered. If the position is posted with no relocation benefits, then internal and external candidates outside the immediate geographical area should not be considered for the position, and the posting must include the following statement: Relocation is not offered for this position. Candidates outside of the immediate geographical area will not be considered for this position. Graduating Development Program participants are an exception to this policy. They are permitted to apply for any position, even if it specifies no relocation, and receive relocation benefits, if appropriate. Once a position is posted, it cannot be cancelled and re-posted with relocation benefits, as this practice can lead to unequal treatment of candidates and places Eaton at legal risk. The only situation in which a job may be cancelled and re-posted is when the hiring location can demonstrate that the recruiting area must be expanded to a national basis due to a lack of qualified local applicants, not because a preferred national candidate has been identified. In cases in which a candidate has been hired and he or she is being provided with relocation benefits by another organization, such as their spouse s employer or the military, we will determine if there is a need to provide supplemental benefits that have not been provided by the other organization but for which the candidate is eligible under the applicable relocation policy. Recruiting/Talent Acquisition Policy v 1.0 February

6 4.4 Application The application process involves the activities required for employees to express interest in open positions. Employees may browse position openings via or through JOE (the Eaton enterprise portal). Employees are able to apply for positions for which they are qualified, by completing the on-line form/application and/or by uploading their existing electronic resumes. Employees shall meet the below eligibility requirements to apply: Employees shall have a P3 or higher APEX rating (or equivalent rating for local processes) on their last performance appraisal Employees shall have at least 2 years in their current position (applies to salary band 07 and above employees and salary band 04 and above employees in India and salary band 06 and above in Poland) Employee shall have approval from their manager to apply for internal positions if they do not meet either of the above criteria External candidates shall apply through Eaton.com/careers. 4.5 Career Discussions Employees are encouraged to have ongoing career aspiration discussions with their immediate supervisors. This discussion should be meaningful career development dialogue to focus on specific development plans and career potential at the current site and at the other Eaton locations. When employees elect to apply for a position, they shall ensure they are communicating with their current managers on their status during the process (application, onsite interviews, offer etc.) 4.7 Notification of Candidate Status Providing timely feedback to candidates who apply for positions is a critical component in the hiring process. Not only does timely feedback help candidates to plan and prepare, it also demonstrates the hiring team s respect for the process and the time invested by candidates. The hiring managers shall notify candidates in a timely manner as to their status and consideration. The hiring managers should work with the human resources representatives to ensure the appropriate feedback is provided. Feedback will be provided based upon the following: All interviewed (phone or onsite) employees and external candidates should receive a personal notification (call or ) from the hiring managers that they are no longer being considered for the position. Unsuccessful external candidates that have been interviewed will be notified by phone or e- mail that they are no longer under consideration. Unsuccessful internal candidates that have been interviewed will be called by the hiring managers and given feedback and developmental advice. All unsuccessful candidates will receive an automated rejection letter once they are dispositioned in the applicant tracking system. Employees and external candidates who are not interviewed will receive an automated notification from the Talent Acquisition Center. For positions not handled by TAC (see Note in section 1scope), all candidates not hired will receive an automated rejection letter once they are properly dispositioned in the applicant tracking system by the human resources representatives. 4.6 Contacting Internal Candidate s Current Location The application process also includes the activities taken to review internal candidates and manage the communications with the internal candidates and their work location. All internal candidates who meet the minimum qualifications (as defined in section 3.3) will be forwarded to the hiring managers and human resources representatives for review and consideration. If internal candidates are being considered for onsite interviews, the hiring managers or human resources representatives will contact the candidate s current supervisors and/or human resources managers to obtain specific performance information pertaining to the employees and to make the site aware of the employee s status. Recruiting/Talent Acquisition Policy v 1.0 February

7 4.8 Availability of Candidates Managers and human resources representatives are expected to encourage career development of their employees and allow them to take advantage of promotional and developmental opportunities in line with the eligibility requirements defined in section 4.3 When employees are selected, are offered new positions and have accepted the offers, the new hiring managers should work with the employee s current manager to define a mutually agreeable transition date. Additional assistance can be provided by the human resources representatives. At times, it is recognized that there may be critical business needs or specific developmental plans that preclude employees from consideration. As soon as it is determined that availability may be an issue, it should be discussed with the employees and the hiring locations. The employees should be notified by their supervisors, along with the human resources representatives, as to the reasons for the decision. Such situations shall be coordinated with the human resources representatives. Employees should not be blocked from consideration without fair reason and explanation. The Vice President Global Talent Acquisition is responsible to manage the Talent Acquisition Center (TAC) process and staff. Talent acquisition at salary band 06 level and below (with the exception of India and Poland - see Note in section 1 scope) is overseen by the Director of Employee Relations and is managed by the local human resources representatives. The following roles and responsibilities are key components of the process and administration of the Recruiting/Talent Acquisition Policy. Candidates: Eaton employees are responsible for the following: Actively engages in their career and development. Conducts ongoing career aspiration discussions with their manager and actively involves their manager when considering opportunities that match the career development plans/discussions. Employees who elect to apply for positions shall follow the eligibility guidelines and ensure ongoing communication throughout the process with their managers. Employees invited to interview for a role shall ensure that they have notified their managers prior to the interview. Hiring Managers: The hiring managers play a key role in the recruiting process including the following: 4.9 Search Agent (US Only) The system used to support EatonJobs (Kenexa BrassRing) allows employees to search for posted positions by a number of criteria including the function, group, location etc. Employees who do not find a position that meets their set search criteria may utilize the EatonJobs search agent tab to instruct the system to notify them via when an appropriate opportunity becomes available. Section 5 - Responsibility and Authority The responsibility and authority for the deployment of the Recruiting/Talent Acquisition Policy lies with Eaton s Vice President Global Talent and HR Functional Excellence. The maintenance and revision control also is under the Vice President Global Talent and HR Functional Excellence or his/her designee. The Recruiting/Talent Acquisition Policy shall be reviewed for effective deployment and continued applicability by the Vice President Global Talent and HR Functional Excellence. Provides human resources representatives (HR) with an updated SPQ (salaried position questionnaire) which identifies key knowledge, skills and abilities Ensures the E-req process is initiated and the E-req is routed for approval Works with HR to define the interview team Participates in the kick off call to help develop the recruiting strategy Reviews candidates presented and provides timely, objective feedback via the respond button on the candidate s elink. Interviews qualified candidates Ensures with HR that post interview feedback meetings take place Ensures ongoing and timely communication with HR, candidates, and TAC Partners with HR to draft and extend offers Notifies all interviewed (phone interviewed and onsite interviewed) candidates (internal and external) that the opening has been filled and they are no longer under consideration for the position. The hiring managers should work with the human resources representatives to ensure the appropriate feedback is provided to candidates. Recruiting/Talent Acquisition Policy v 1.0 February

8 Talent Acquisition Center (TAC) Representatives: Talent acquisition team members are critical to the process (see Note in section 1 scope). They are responsible for the following: Posts approved requisitions to EatonJobs, Eaton.com/careers and the internet where applicable. Schedules and leads the kick-off call to determine and outline the recruiting strategy. Based on the recruiting strategy, TAC representatives utilize appropriate resources to source qualified external candidates and present all internal candidates that meet the eligibility requirements defined in section 4.3. If the recruiting strategy includes using an external agency, the TAC representative assumes point and manages the outside firm via Agency Manager. The TAC representatives also ensure ongoing and timely responses, communication, and updates to the hiring team and candidates. On-hold requisitions will be monitored on 30 day increments, changes will be made accordingly Updates the status of all candidates in the system and closes requisitions once positions are filled. Maintains the activity associated with positions salary band 06 and below (except in India and Poland see Note in section 1 scope) including: processing candidates, position status, candidate disposition, applicant flow (U.S. only) Ensures ongoing and timely communication with hiring managers, candidates, and TAC continue throughout the recruiting cycle Creates or partners with hiring managers to create selection interview packets and ensure scheduling and facilitation of pre-interview meetings for the interview team Ensures scheduling of interviews Conducts interviews Ensures scheduling and facilitation of post interview feedback meetings Works with the hiring managers to ensure appropriate feedback is given by the hiring managers to all candidates interviewed Prepares final offer for candidates and contact Talent Acquisition Center when offer is accepted or declined Ensures on-boarding process is initiated and appropriate new hire processes are completed Human Resources Representatives (HR) where TAC has resources: The human resources representatives ensure all parties are actively engaged and informed of their roles. HR is responsible for the following tasks: Ensures that all employees at the site have access to the EatonJobs website Ensures completion of E-reqs for all positions posted on EatonJobs. In the US, post jobs for salary band 06 and below positions where external candidates will be considered and where local practices allow. Participates in kick-off call with hiring manager and Talent Acquisition representative to help create recruiting strategy Determines eligibility of external candidates to include obligations associated with non-compete or other agreements Mines data for employees (previous candidates, OCA information, and divisional/group information) that may be potential candidates Ensures communication has been made for employees with their managers and human resources representatives prior to onsite interviews (typical information discussed includes: performance history, salary data, OCA information, and ensuring the employee s site is aware of the interest in the employees) Additional Human Resources Representatives (HR) responsibilities where TAC does not have resources: Posts approved requisitions to EatonJobs, Eaton.com/careers Advertises the approved requisitions via internet, newspaper, etc... with all interested external candidates applying on Eaton.com/careers Schedules and leads the kick-off call to determine and outline the recruiting strategy If the recruiting strategy includes using an external agency, the Human Resources Representatives assume point and manage the outside firm The Human Resources Representatives ensure ongoing and timely responses, communication, and updates with the hiring managers and candidates Updates the status of all candidates in the system and closes the requisitions once the positions are filled Recruiting/Talent Acquisition Policy v 1.0 February

9 Contingent and Retained Recruitment Firms: From time to time external recruiters will contact human resources representatives and hiring managers to solicit their business. All solicitations for salary band 07 and above positions (salary band 04 and above in India and salary band 06 and above in Poland) shall be referred to a Talent Acquisition representative. Should the recruitment strategy include using an external recruiter, the TAC representatives will suggest an appropriate outside firm and will manage all interaction with the external organization via Agency Manager. Agency Manager is the electronic gateway in BrassRing that Eaton uses globally to engage external recruiters. Using Agency Manager is a requirement for all jobs that are handled by the Talent Acquisition Center globally. Hiring teams shall not engage outside firms (including firms representing Junior Military Officers) for salary band 07 and above (salary band 04 and above in India and salary band 06 and above in Poland) positions. ADDITIONAL SITUATIONS search) Situation Working with a new search firm (no TAC resource involved in position) Special Projects (move a product line, open or close a facility) Diversity Project Review (Step1) Region TAC Leader Region TAC Leader Consult (Step 2) TAC (gain understanding of options for search firm resources) VP Global Talent Acquisition VP Global Talent Acquisition Approve (Step 3) HR Representative Sector SVP HR Division HR The below table provides examples (not meant to be exhaustive) of situations that require further engagement with specific resources to explore the best method of handling. The resources identified in the table will assist as defined below: Review (Step 1) discuss and evaluate the situation for consistency of practice, determining if the situation falls within established policy/guidelines and providing guidance on how to proceed Exception to guidelines for TAC managed searches University Relations Region TAC Leader Region University Relations VP Global Talent Acquisition Division HR & Sector SVP HR Director University Relations Consult (Step 2) for situations that do not fall within the guidelines, provides formal counsel and advise on the new or unusual situation and assists in defining the best course of action. Approve (Step 3) owns the decision and provides the final approval to move forward with the recommended course of action. The approver may also assist in the final development of the course of action. Situation Review (Step1) Consult (Step 2) Approve (Step 3) Confidential Search Group VP HR or Region HR Leader Region TAC Leader Sector SVP HR or Executive VP Chief HR Officer for Corporate positions Working with a new Search Firm (TAC managed TAC Representative Recruiting/Talent Acquisition Policy v 1.0 February

10 Section 6 Guidance Documents Recruiting/Talent Acquisition Policy guidance documents provide additional information to support and define expectations under this policy. Guidance documents available include: For Employees Using EatonJobs Guidance Document: Job Interview Tips Guidance Document: Job Seeker FAQs Guidance Document: Resume Writing Tips For HR and Hiring Managers Guidance Document : TAC Process Map Guidance Document: Search Kick-Off Call What to Expect Guidance Document: Profile of a Successful Search Policy Review / Approval Deborah Lauer / Date Vice President Talent Management & Organizational Effectiveness Jim McGill / Date Executive Vice President - Chief Human Resources Officer Recruiting/Talent Acquisition Policy v 1.0 February