Developing a Recruitment, Selection, and Induction Program for CoffeeVille: Business Letter

Analysis of Current Strategic/Operational Plan

Part A:  Letter
This part of your assessment is based on the CoffeeVille Case study found by clicking on the following link: http://simulations.ibsa.org.au/coffeeville/. By clicking the ‘intranet’ tab on this site, you can source the CoffeeVille:
•Business Plan 2011/12
•Operational Plan 2011/12
•Policy and procedure documents
•Employee handbook.
A range of other documents is also within this intranet providing valuable background information about the operation of the business.
Familiarise yourself with the Case study, read the scenario below and then follow the instructions to write a business letter and submit for assessment.
Scenario
CoffeeVille is a small cafe in Melbourne, Victoria, run by siblings Rufus and Emma Belcastran. The business was opened in 2009 with a focus on providing high quality, socially responsible products based on fair trade and locally sourced ingredients. Thanks to their strong ethics, delicious menu and friendly atmosphere, Rufus and Emma have experienced such success that they are now opening a second cafe, with plans to expand even further in the future. As the business grows, they want to ensure that they remain true to their staff and are hoping to achieve Employer of Choice (EOC) status.
With a strong focus on their staff during this expansion phase, you have been hired to help Rufus and Emma by developing a new recruitment, selection and induction program. The aim of this program is to attract and select highly qualified and enthusiastic staff, induct them into this family business in a way that helps them to settle in and feel included while also keeping in mind the goal of becoming an EOC. This needs to be done in a way that supports current and future expansion and takes full advantage of the technology options available.
Your brief is to develop an appropriate recruitment, selection and induction program, including policies and procedures, forms and associated documents, and write a comprehensive business letter that could be submitted to Rufus and Emma for their approval.
Note:  CoffeeVille currently has policy and procedures that relate to human resource management and an employee handbook; however, they have not developed specific policies and procedures for induction processes.

Instructions
As part of your role, you are required to prepare a business letter, using suitable formatting which will be presented to the business owners. Your letter must detail the following points as a minimum:
1.An analysis of the current strategic/operational plan (located in the intranet tab) which identifies areas within the plans related to recruitment, selection and induction which do not adequately support the new strategic direction of CoffeeVille (outlined in the scenario above: expansion/growth, obtaining employer of choice rating and using technology to increase efficiencies).
2.The policy and procedure framework you are proposing for the recruitment, selection and induction programs.
3.A request that they review and approve your proposal, providing them with specific timeframes in which they must complete and return to you.
You must also prepare the following documents to be attached to your letter:
4.The following proposed strategies, policies and procedures as well as forms and checklists that are aligned to CoffeeVille’s new strategic direction:
Recruitment and Selection strategy, policy and procedures which includes:
Key aspects of the recruitment and selection processes from commencement of the recruitment process to acceptance of applicants.
The standard organisational process to be used when advertising positions to retain consistency. Use of current position descriptions and person specifications.
The process to be used when processing applications across multiple sites.
Use of tools such as psychometric testing, profiling, pre-screening, assessment centres etc.
The training which will be provided to individuals who are responsible for the recruitment and induction process.
The specialist services which the organisation will utilise when required (such as a training organisation for training of baristas).
The process for advising applications of selection outcomes.
The legal requirements which must be followed regarding recruitment (consider elements such as diversity, equal employment opportunity, anti-discrimination, workplace relations regulations etc.).
The process and timeframes for finalising and executing job offers and contracts including rates of pay, terms and conditions as well as timeframes for completion and other relevant information which must be provided to the successful applicants.
Technology opportunities that will improve efficiency and effectiveness.
Details of how processes will be monitored for compliance and assessed for success.
Induction strategy, policy and procedures which includes as a minimum:
Processes for monitoring the implementation of the induction procedures consistently within the organisation.
The ongoing support and training strategy which will be provided to all individuals, including managers, in the workplace.
The procedure which will be implemented and timeframes which will be used throughout the probation period including feedback processes, notification of continuance or termination following the completion of the probation period.
The legislative requirements for recruitment and induction including codes of practice and standards.
Technology opportunities that will improve efficiency and effectiveness.
Details of how processes will be monitored for compliance and assessed for success.
Forms and checklists:
Induction checklist.
Probation checklist.
New starter performance review form.
5.A communication strategy for sharing information about the new program with managers and this will also ensure that all future management and staff have a clear understanding of what is required during recruitment and induction processes. You will need to explain what is meant by ‘outsourcing’ and how it can be effective in the recruitment process.
6.Rufus and Emma have now agreed to a trial of your new recruitment and induction strategies. To determine their effectiveness, you will need to develop a feedback form (template provided at Appendix A) which will be used during the trial to determine the success of the processes in meeting the goals of CoffeeVille (employer of choice, business expansion and use of technology). You will need to determine the key areas which you need to manage in the trial and gauge the success of each stage of the recruitment and induction processes. The feedback form must cater for both the managers and inductees to establish all aspects of the process and its effectiveness.  Include your feedback form as part of documents submitted.


Assessment Part A word count:  minimum 1,500 to maximum 2,000