Talent Acquisition & Recruitment
Corporate Support Functions › Human Resources · 19 L4 steps · 6 phases · 6 decision gates · Updated 2026-03-19 22:12
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Process Flow Diagram (BPMN)
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L4 Process Steps
| Step | Step Name | Role / Swim Lane | System | Input | Output | KPI | Dec? | Exc? |
|---|---|---|---|---|---|---|---|---|
Phase 1 1.1 |
Review headcount plan and identify vacancy | HR Business Partner | SAP SuccessFactors Workforce Planning | Annual headcount plan, attrition report, operational demand signal | Approved headcount request with cost centre and FTE count | Requisition-to-plan alignment rate ≥95%; headcount request raised within 5 business days of vacancy identification | N | N |
| 1.2 | Create and submit job requisition | Hiring Manager | SAP SuccessFactors Recruiting | Approved headcount request, job description template library | Job requisition record with grade, salary band, required certifications, and target start date | Requisition submitted within 3 business days of headcount approval | N | N |
| 1.3 | Approve requisition and confirm budget | HR Director / Finance Controller | SAP SuccessFactors Recruiting / SAP S/4HANA Finance (FI/CO) | Submitted job requisition, departmental FTE budget report from SAP S/4HANA | Approved requisition with confirmed cost centre and salary band ceiling | Approval cycle time ≤3 business days; 100% of approved requisitions within sanctioned FTE budget | Y | N |
Phase 2 2.1 |
Post vacancy to internal and external channels | Talent Acquisition Specialist | SAP SuccessFactors Career Site / LinkedIn Job Slots / Indeed | Approved requisition; internal mobility policy (minimum 5-day internal posting window) | Live job posting across internal portal and external job boards; application tracking link active | Internal application rate ≥20% for non-entry-level roles; posting live within 1 business day of requisition approval | N | N |
| 2.2 | Source passive candidates via direct outreach | Talent Acquisition Specialist | LinkedIn Recruiter / Avjobs Aviation Job Board | Role requirements, skills profile, talent pool database in SAP SuccessFactors | Shortlisted passive candidate profiles with initial interest confirmation | Passive candidate pipeline of ≥3 qualified prospects per requisition within 10 business days of posting | N | N |
| 2.3 | Assess pipeline adequacy and decide sourcing strategy | Talent Acquisition Lead | SAP SuccessFactors Recruiting (pipeline analytics dashboard) | Number of qualified applicants vs. minimum threshold (5 per requisition) | Go/no-go decision: proceed to screening or extend sourcing window / engage recruitment agency | Minimum 5 qualified applicants before screening commences; agency engagement escalation rate ≤15% of requisitions | Y | N |
Phase 3 3.1 |
Automated ATS screening and shortlisting | Talent Acquisition Specialist | SAP SuccessFactors Recruiting (AI-assisted screening) | All submitted applications against minimum qualification criteria | Ranked shortlist of candidates meeting mandatory requirements | ATS screen-to-shortlist ratio ≤5:1; screening completed within 2 business days of application close | N | Y |
| 3.2 | Conduct telephone or video pre-screen interview | Talent Acquisition Specialist | HireVue / Microsoft Teams | ATS-generated shortlist; structured pre-screen question guide | Completed pre-screen scorecard per candidate; advance or reject recommendation | Pre-screen completed within 5 business days of shortlisting; candidate pass rate 50–70% | N | N |
| 3.3 | Administer role-specific skills and aptitude assessments | Talent Acquisition Specialist / Technical SME | Criteria Corp (cognitive/aptitude) / SHL (technical assessment) / CAE SimuFlite (pilot simulator check) | Pre-screen pass list; role-specific assessment battery defined by HR and technical SMEs | Assessment scores; simulator evaluation report for pilot roles; advance/reject per candidate | Assessment completion rate ≥85%; cognitive benchmark score ≥65th percentile for technical roles; pilot sim check pass rate reported within 5 days | N | Y |
| 3.4 | Review assessments and finalise interview shortlist | Talent Acquisition Lead / Hiring Manager | SAP SuccessFactors Recruiting | Assessment scores, pre-screen scorecards, technical SME evaluation notes | Approved interview shortlist of 3–5 candidates per role with documented rationale | Interview shortlist delivered to hiring manager within 3 business days of assessment completion | Y | N |
Phase 4 4.1 |
Schedule panel interviews and notify participants | Talent Acquisition Coordinator | SAP SuccessFactors Recruiting / Microsoft Outlook (calendar integration) | Approved interview shortlist; panel interviewer availability | Confirmed interview schedule; candidate and interviewer calendar invitations with structured guide | Interviews scheduled within 5 business days of shortlist approval; candidate no-show rate ≤5% | N | Y |
| 4.2 | Conduct structured panel interviews | Hiring Manager / HR Business Partner / Technical SME | SAP SuccessFactors Recruiting (interview guide and scorecard) | Competency framework, structured interview guide, candidate application and assessment results | Completed interview scorecard per panellist per candidate | 100% of interviews completed with documented scorecards; inter-rater reliability ≥0.70 (Krippendorff's alpha) | N | N |
| 4.3 | Debrief panel, rank candidates, and select preferred hire | Hiring Manager / HR Business Partner | SAP SuccessFactors Recruiting | Completed scorecards, assessment results, reference check summaries | Selected candidate with documented rationale; ranked reserve list for offer decline scenario | Debrief completed within 2 business days of final interview; offer decline reserve conversion rate ≥60% | Y | N |
Phase 5 5.1 |
Generate and extend conditional offer letter | Talent Acquisition Specialist / Compensation Analyst | SAP SuccessFactors Offer Management / DocuSign | Selection decision, approved salary band, confirmed start date | Digitally signed conditional offer letter with pre-employment conditions stated | Offer extended within 2 business days of selection decision; offer acceptance rate ≥85% | N | Y |
| 5.2 | Initiate background check and FAA PRIA records request | Talent Acquisition Coordinator | HireRight (background screening) / FAA PRIA System | Signed offer letter; candidate consent form; FAA PRIA release authorisation (for pilot roles) | Background check clearance report; PRIA records request submitted and tracked | Background check completed within 7 business days; FAA PRIA response within 30 days (statutory maximum); 100% compliance with Air Carrier Access Act record-keeping | N | Y |
| 5.3 | Conduct DOT-mandated drug and alcohol screening | Occupational Health Coordinator | LabCorp (DOT-certified collection network) / Psychemedics | Offer acceptance confirmation; DOT 49 CFR Part 40 pre-employment testing requirement for safety-sensitive roles | MRO-verified drug test result (pass/fail); test documentation retained per DOT 5-year record requirement | Drug screen specimen collected within 3 business days of offer acceptance; 100% compliance rate for safety-sensitive roles (pilots, cabin crew, dispatchers, mechanics) | Y | Y |
| 5.4 | Verify licences, certificates, and medical fitness | Talent Acquisition Specialist / Crew Compliance Officer | FAA IACRA (Integrated Airman Certification and Rating Application) / SAP SuccessFactors Document Management | Pilot: ATP certificate, type ratings, Class 1 FAA medical; Cabin crew: FAA initial certification; Tech ops: FAA A&P and IA licence | Verified credential record stored in SAP SuccessFactors employee file; compliance sign-off from Crew Compliance | 100% credential verification completed before Day 1; zero compliance exceptions at FAA CHDO audit; credential expiry alerts configured in SuccessFactors | Y | Y |
Phase 6 6.1 |
Create employee record and provision system access | HR Operations Specialist / IT Service Desk | SAP SuccessFactors Employee Central / ServiceNow (IT provisioning workflow) | Cleared pre-employment checks; confirmed start date and role | Active employee record in SAP SuccessFactors; network credentials and role-based system access granted via ServiceNow | System access provisioned and verified by 08:00 on Day 1; first-day access failure rate ≤1% | N | Y |
| 6.2 | Enrol new hire in orientation and mandatory training | HR Operations Specialist / Learning & Development Coordinator | SAP SuccessFactors Learning (LMS) | Active employee record; role-specific training curriculum; FAA-required initial training schedule for safety-sensitive roles | Training assignments confirmed in LMS; Initial Operating Experience (IOE) scheduled for pilots; emergency procedures training scheduled for cabin crew; A&P recurrency training enrolled for maintenance technicians | 100% of mandatory Day-1 training assignments loaded before start date; regulatory training completion ≥95% within first 30 days; zero FAA compliance exceptions at training audit | N | N |
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