Recruitment KPI Dilemma: Should I Use Offer Date or Joining Date for Closure?

Hi Everyone,

This is a practical question I am facing as part of ISO. I need to monitor HR Depts KPI, and one of our KPI states the number of days taken to recruit a personnel, as follows:

- IT - 30 days
- Mktg - 30 days
- Production - 20 days
- HR - 15 days
- Accts - 25 days
- Misc - 15 days
- Service - 15 days

If I close the IT opening in 30 days, then it's a 100% achievement. If it takes 60 days to close, the percentage decreases. My problem is, should I consider the date of the offer or the date of joining of the candidate as the closing date?

If I receive a manpower requisition from the IT Head for 4 embedded engineers, and I assign 15 & 18 days respectively for 2 positions, and the other 2 positions are filled after 40 days. How can I show this or measure my KPI? This needs to be calculated monthly. Another issue arises when a HOD gives the Manpower requisition on the 25th of January, and I close it in February, how should I calculate this?

Regards,

Vinay
9866254387
Vinaykumar07@yahoo.com

Hi Vinay,

About your 1st query, I think you should take the date of acceptance of the offer or the date of joining as the closing date because it is not necessary that the candidate will accept the offer even if you give him an offer of appointment. Non-acceptance of the offer would require you to make an offer to the next candidate on the waitlist or to another candidate altogether, so that would lead to a change of date again. So, it would be best to take the confirmed date so that too many changes don't have to be made.

About your query on "if I get a manpower requisition from the IT Head asking for 4 embedded engineers, of which 2 I give him in 15 & 18 days respectively and 2 I give after 40 days," you can simply average it out as (15+18+40+40)/4 = 28 days. Measurement of KPIs in any way is acceptable as long as they are justifiable and reasonable.

About your last query, you could tabulate your results for the month of January itself because that's when you received the requisition, and you would be measuring your performance for that requisition itself.

Hope this helps.

Regards,

Leena

Hi,

Thank you for answering the question. However, the problem arises again. For example, on 16 Jan, 2 manpower requisitions were made. On 27 Jan, I closed 1 position, and on Feb 18, I closed another one. Now, when I calculate the KPI for the month of January, requisitions made are 2, and closures are one. In the month of February, if no manpower requisition is made, then how will the calculation go?

Regards,
Vinay
9866254387

Hi Vinay,

First, I am not clear about the time frames for filling jobs. Can I assume they are work days?

Second, while I see the logic in Leena's calculation, I would do it based on the facts: (1st) 15 days; (2nd) 18 days; (3rd & 4th) 40 days.

15+18+40=73/4 (No. of personnel) = 18.25 days

Finally, for the "problem" issue wherein "on 16 Jan 2 Manpower requisition is made. On 27 Jan I closed 1 Position and on Feb 18 I closed another one."

I would address it as follows:

January: 1st filled within 11 days of the requisition (assuming IT or Marketing) which means you have exceeded your KPI by 163% [11/30]; (actually only 81.5% since you have only filled half of the requirement.)

February: 2nd filled within 33 days of requisition, which means that you have exceeded the allotted time by 3 days. 3/30= - 10%

However, your year to date equals 71.5% of KPI. (Using the above formula (1st) 9 + (2nd) 33 = 42/2 = 21/30 = 70%)

That number may increase as requisitions are received and filled in a timely manner, exceeding the allotted time.

In the alternative, the time frames could be segments within themselves rather than tied to calendar months.

Hope I have offered some food for thought.

Hi Vinay,

In my opinion, it is advisable to revise the KPI for the recruitment process based on past experience. The recruitment process depends on many external factors. It is not like the procurement of a component or raw material, which has a fixed lead time. No ISO auditor can question why you have revised the KPI or issue a non-conformity against the recruitment process.

Vishwas H Watwe