Operation - Sourcing Audit Report

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

MRF MANAGEMENT

• Is the MRF of FIG-RPMSC has an updated Logo?

  Yes

  No

  N/A

• If client using the FIG MRF, Is the logo of the client indicated in the form?

  Yes

  No

  N/A

• Are the clients using their own MRF in requesting manpower they needed?

  Yes

  No

  N/A

• Is there a separate folder of MRF for each client?

  Yes

  No

  N/A

• Is there a requisition date indicated?

  Yes

  No

  N/A

• Is there a job order number indicated?

  Yes

  No

  N/A

• Is the position/job title stated & clearly mentioned?

  Yes

  No

  N/A

• Is the requisitioning company written clearly?

  Yes

  No

  N/A

• Are required number of employees written accurately?

  Yes

  No

  N/A

• Is there requisitioning department mentioned?

  Yes

  No

  N/A

• Is the date needed accurately indicated in the form?

  Yes

  No

  N/A

• Is there age requirement stated in the MRF?

  Yes

  No

  N/A

• Is there gender/sex requirement stated in the MRF?

  Yes

  No

  N/A

• Is there body built preference stated in the MRF?

  Yes

  No

  N/A

• Is there civil status requirement stated in the MRF?

  Yes

  No

  N/A

• Is there any language spoken preference stated in the MRF?

  Yes

  No

  N/A

• Is there an educational attainment requirement written in the MRF?

  Yes

  No

  N/A

• Are work experience stated also in the MRF?

  Yes

  No

  N/A

• Is the length of working experience is indicated in the MRF?

  Yes

  No

  N/A

• Is there training/s attended mentioned in the MRF?

  Yes

  No

  N/A

• Are the skills stated & clearly written in the MRF?

  Yes

  No

  N/A

• Is the brief job description needed was clearly written?

  Yes

  No

  N/A

• Is there a signature and date from the requesting client/department?

  Yes

  No

  N/A

• Is there a signature and date received by the FIG-RPMSC personel?

  Yes

  No

  N/A

• Are the client/department indicate special preferences by checking the box of the attributes that they want to have by the applicants?

  Yes

  No

  N/A

• Comment

• Recommendation

HUDDLE MEETING

• Is the minutes of the meeting printed and signed by all attendees as acceptance of what has been discussed?

  Yes

  No

  N/A

• Does the Sourcing Team hold a morning team huddle to discuss the solicited information in line with the request of the client every Monday and Friday?

  Yes

  No

  N/A

• Are each member signed on the provided attendance sheet (SHAMS)?

  Yes

  No

  N/A

• Is there an assigned facilitator during huddle meeting in order to keep the meeting track and on time?

  Yes

  No

  N/A

• Are the plan clearly stated to the group and agreed based on their signture?

  Yes

  No

  N/A

• Are all sourcing team report to ADB NCR office every Monday & Friday based on the attendance sheet?

  Yes

  No

  N/A

• Are each member of the team share ideas with a specific plan based on the minutes of the meeting?

  Yes

  No

  N/A

• Is the attendance monitoring sheet prepared and kept by Lead Generation based on the compiled records?

  Yes

  No

  N/A

• Is the required 15 minutes huddle meeting achieved based on the minutes of the meeting?

  Yes

  No

  N/A

• Is the time started and time ended is completely filled up in the attendance sheet (SHAMS?

  Yes

  No

  N/A

• Is there a compiled hard copy of the minutes of the meeting?

  Yes

  No

  N/A

• Comment

• Recommendation

GANNT CHART

• Does the sourcing team prepare a gantt chart for the received MRF everyday meeting?

  Yes

  No

  N/A

• Is there a gantt chart prepared has a target date to be accomplished?

  Yes

  No

  N/A

• Is the gantt chart desiminate and clearly understood of all sourcing team?

  Yes

  No

  N/A

• Are the tasks indicates the days of completion?

  Yes

  No

  N/A

• Are the task listed in the gantt chart stated the starting/ending date?

  Yes

  No

  N/A

• Is the prepare gantt chart approved and signed by the sourcing supervisor?

  Yes

  No

  N/A

• Are the gantt chart checked and monitored the progress of the target date weekly?

  Yes

  No

  N/A

• Is there a file or electronic database for keeping the gantt chart?

  Yes

  No

  N/A

• Comment

• Recommendation

LEAD GENERATION

• Does the lead generation gathered from different social media site, job online postings and other web-based source?

  Yes

  No

  N/A

• Are the 800 leads target achieved everday based on the daily basis report?

  Yes

  No

  N/A

• Are the data gathered the personal information of applicant from social media (philjobsnet;linked in;facebook;google, best jobs)?

  Yes

  No

  N/A

• Is there a list of personal information of candidates based on the list of referrals submitted?

  Yes

  No

  N/A

• Is there a manpower leads database applies for pooling of potential applicants?

  Yes

  No

  N/A

• Are the data of potential candidates monitored & updated?

  Yes

  No

  N/A

• Are the job vacancies posted to different social media account?

  Yes

  No

  N/A

• Is there a daily report status from lead generation submitted to Sourcing Supervisor?

  Yes

  No

  N/A

• Is the daily report status stated the number of female and male leads?

  Yes

  No

  N/A

• Is the daily report status stated the number of leads per branch?

  Yes

  No

  N/A

• Are the total number of internal and external leads stated in the monthly report?

  Yes

  No

  N/A

• Are the total number of leads per month stated in the monthly report?

  Yes

  No

  N/A

• Is the monthly report status submitted to sourcing supervisor?

  Yes

  No

  N/A

• Are the monthly report status compiled and ready for future references?

  Yes

  No

  N/A

• Is the daily lists of potential candidates forwarded to sourcing supervisor and to shortlisting?

  Yes

  No

  N/A

• Are the username and password available in opening the registered websites?

  Yes

  No

  N/A

• Comment

• Recommendation

SHORTLISTING

• Is the daily list of potential candidates receives from the lead generation everyday?

  Yes

  No

  N/A

• Are the 200 candidates achieved everyday based on the daily basis report?

  Yes

  No

  N/A

• Is the list of potential candidates sort the information based on the qualification needed for the available positions?

  Yes

  No

  N/A

• Is the list of potential candidates identifies which branch are they belong?

  Yes

  No

  N/A

• Are the shortlisted candidates encoded in the database?

  Yes

  No

  N/A

• Is the daily report status stated the total number of shortlisted candidate per branch?

  Yes

  No

  N/A

• Is the daily report status stated the total number of shortlisted candidated by gender ( male/female)?

  Yes

  No

  N/A

• Is the daily report status stated the number of shorlisted candidates by educational attainment?

  Yes

  No

  N/A

• Are the shortlisted names of the qualified candidate endorsed to messaging?

  Yes

  No

  N/A

• Is the manpower leads database of shortlisted candidates accurately updated daily?

  Yes

  No

  N/A

• Is the monthly report of shortlisted candidates compiled and ready for future references?

  Yes

  No

  N/A

• Is the monthly report of shortlisted candidates per branch submitted to sourcing supervisor?

  Yes

  No

  N/A

• Comment

• Recommendation

MESSAGING

• Is the daily list of shorlisted candidated receives from the shortlisting everyday?

  Yes

  No

  N/A

• Are the shortlisted candidates sending a message via text or call informing them that they are included on the shortlisting?

  Yes

  No

  N/A

• Are the shortlisted candidates sending a message via text or call for the schedule of the exam?

  Yes

  No

  N/A

• Are the shortlisted candidates updates daily to check if they are still availbale and interested for their application?

  Yes

  No

  N/A

• Is there a data base or masterlist confirming that all shortlisted candidates are available and interested?

  Yes

  No

  N/A

• Is there a daily, weekly or monthly report confirming the appearance of the the shortisted candidates?

  Yes

  No

  N/A

• Are the 50 applicants for examination schedule achieved everyday based on the daily basis report?

  Yes

  No

  N/A

• Is there a report of shortlisted candidates stated the total number of confirmed applicants per branch?

  Yes

  No

  N/A

• Comment

• Recommendation

EXTERNAL SOURCING

• Is there a coordination between FIG and PESO offices in conducting the LRA?

  Yes

  No

  N/A

• Is there a letter of intent to be submitted to PESO offices for requesting LRA schedule?

  Yes

  No

  N/A

• Is the Company Profile require to submitted to PESO Offices?

  Yes

  No

  N/A

• Is the letter of Intent submitted to the different barangay, nearby towns and provinces to request a schedule for LRA or Job Fair?

  Yes

  No

  N/A

• Does the external sourcing follow up day by day progress of the set LRA if additional Job Advetisement is needed?

  Yes

  No

  N/A

• Are the list of graduates sourced and gathered from different schools and training center with their contact details?

  Yes

  No

  N/A

• Is the Manpower Report submitted to PESO Offices monthly for them to monitor the progress of the manpower that they supply?

  Yes

  No

  N/A

• Are the advertising materials such as tarpaulin, flyers and poster are available in conducting the LRA?

  Yes

  No

  N/A

• Is the list of prospective candidates from the recruitment activity sent to Leads Generation to be line up in the potential candidates?

  Yes

  No

  N/A

• Are the flyers, posters, tarpaulin posting to all govenrment agencies such as SSS, NBI, PagIbig and Philhealth?

  Yes

  No

  N/A

• Is there a list or summary of applicants from LRA to be submitted to sourcing supervisor?

  Yes

  No

  N/A

• Comment

• Recommendation

TARPAULIN/POSTER

• Are the tarpaulin & posters has a updated FIG Logo?

  Yes

  No

  N/A

• Are the address & email address of FIG-RPMSC stated correctly in the tarpaulin/posters?

  Yes

  No

  N/A

• Are the FIG contact numbers correct and clearly stated?

  Yes

  No

  N/A

• Is the Tarpaulin and poster is updated?

  Yes

  No

  N/A

• Are the number of job vacancies clearly stated?

  Yes

  No

  N/A

• Are the specific area of asssignment define clearly?

  Yes

  No

  N/A

• Are the closing dates updated and clearly indicated in the tarpaulin?

  Yes

  No

  N/A

• Are the qualifications completely and clearly indicated in the tarpaulin?

  Yes

  No

  N/A

• Are the required position clearly stated? <br>

  Yes

  No

  N/A

• Comment

• Recommendation

APPOINTMENT SLIP

• Is the appointment slip given to the qualified applicant for recruitment process? Confirmation or receiving copy?

  Yes

  No

  N/A

• Are the list of requirements indicated in the appointment slip?

  Yes

  No

  N/A

• Is the date clearly indicated in the appointment slip?

  Yes

  No

  N/A

• Is the purpose stated in the appointment slip?

  Yes

  No

  N/A

• Is the source stated in the appointment slip?

  Yes

  No

  N/A

• Is the appointment slip noted and signed by Sourcing Specialist?

  Yes

  No

  N/A

LIST OF REQUIREMENTS

• Is the list of applicant's requirement issue to the qualified applicant for the initial requirements need to bring?

  Yes

  No

  N/A

• Is the Two(2) Valid ID indicated in the list of requirements?

  Yes

  No

  N/A

• Is the Photocopy of SSS E-1 Form indicated in the list of requirements?

  Yes

  No

  N/A

• Is the Updated Resume with 2x2 picture indicated in the list of requirements?

  Yes

  No

  N/A

• Is the NSO Birth Certificate indicated in the list of requirements?

  Yes

  No

  N/A

• Comment

• Recommendation

DOCUMENT REVIEW

• Is the FIG standard application form filled up by applicant based on the instruction to know if the applicant is suitable for the position?

  Yes

  No

  N/A

• Is there a separate box for "Q" stands for Qualified and "NQ" stands for Not Qualified?

  Yes

  No

  N/A

• Is the qualified aplicant stamp for "Q" and kept in the "Q"box?

  Yes

  No

  N/A

• Is the qualified aplicant stamp for "NQ" and kept in the "NQ"box?

  Yes

  No

  N/A

• Is the resume of Not Qualified with the position he/she applying returned?

  Yes

  No

  N/A

• Is the application form stamp "NQI" stands Not Qualified Due to IQ Level if the applicant fails on the IQ Test?

  Yes

  No

  N/A

• Are the Standard Application form, Resume and Test Results of not qualified applicants kept on the NQI box?

  Yes

  No

  N/A

• Are the updated flyers and referral slips gave to all applicant to look or source for more applicant?

  Yes

  No

  N/A

• Comment

• REcommendation

FLYERS

• Are the flyers distribute to all applicants to help to look for more applicant?

  Yes

  No

  N/A

• Is the layout aimed at the target audience?

  Yes

  No

  N/A

• Is the font and font size easy to read?

  Yes

  No

  N/A

• Have important statements been particularly highlighted?

  Yes

  No

  N/A

• Are the email addresses for submission of resumes correctly indicated to flyers?

  Yes

  No

  N/A

• Are the number of vacancies clearly indicated in the flyers?

  Yes

  No

  N/A

• Are the specific area of asssignment clearly indicated in the flyers?

  Yes

  No

  N/A

• Are the closing dates updated and clearly indicated in the flyers?

  Yes

  No

  N/A

• Are the qualifications completely and clearly indicated in the flyers?

  Yes

  No

  N/A

• Are the contact numbers correctly indicated in the flyers?

  Yes

  No

  N/A

• GENERAL COMMENT

• GENERAL RECOMMENDATION