Recruitment Success

Vivendum Ratio Solutions partnered with a client in the automotive industry to transform their recruitment processes, addressing critical needs driven by high turnover rates and mass recruitment demands.

The client had a procedure which was inefficient, overwhelmed due to a high percentage of turnover and mass recruitment needs. The current flow involved sequential steps through Employment Agency offices, including application checks, candidate lists, testing, contract signing, induction, medical exams post-hiring, and late system entries into respective software.

This led to inefficiencies, delays in hiring, and increased legal risks, with employment paperwork taking up to 30 days to process and no system to ensure medically eligible candidates were hired upfront.

Vivendum Ratio Solutions created and implemented a master database of candidates as a single source of data for all HR units involved in hiring (Recruitment, Training and Development, On-boarding, ER, PA and payroll software). This integrated the processes of hiring, contract preparation, onboarding, employee registration, software transactions, and contract delivery, allowing HR personnel to access information in real-time without waiting for previous stages. Key elements of the proposed flow include:

• Diversified recruitment sources: Monthly general ads via employment websites, weekly stands in squares and company offices in the cities where the main workforce came  from.
• Mass recruitment handling: Testing and medical examinations for 50 candidates per day each, with early screening.
• Structured approvals: Decisions by respective authorized managers before contracts.
• Integrated training: HSE for H&S training and T&D for induction on the same day.
• Streamlined admin: Direct entries into software for salary, shifts, transportation, and meals.

Additionally, mandatory medical examinations were organized before employment to ensure only eligible candidates were hired.

The Master D-Base and process integration delivered key improvements:

• Reduced processing time from 30 days to 7 days from employee request approval to employment.
• Enabled real-time data access across HR units, eliminating delays and enhancing efficiency.
• Front-loaded medical exams ensured only medically eligible hires, reducing legal liabilities.
• Addressed high turnover and mass hiring by building a pre-qualified candidate pool, supporting a stable workforce.

The client continues to lead in the automotive industry, with our solution as a cornerstone. Although efficiency has improved, areas for further enhancement include:

• Developing selection and recruitment strategies and plans (yearly/monthly).
• Defining additional KPIs like qualified candidates per ad, channel quality, fluctuation rates, and recruited vs. needs.
• Ensuring accurate maintenance of the Master D-Base.
• Creating a pre-processed candidate pool for immediate hiring.

Pinpointed Improvements

• Time Efficiency: Reduced from up to 30 days to 7 days from PBDA approval to employment, by integrating stages and allowing parallel access to data without waiting.
• Scalability for Mass Recruitment: Handles 50 candidates per day for testing and medical exams, supporting high-volume needs and reducing termination risks through early screening.
• Risk Reduction: Medical examinations moved before hiring, ensuring only eligible candidates proceed, avoiding legal liabilities from post-hire disqualifications.
• Data Management: Master D-Base provides single-source truth, eliminating redundant data entry and enabling real-time access across HR units (e.g., Recruitment, On-boarding, ER).
• Diversified Sourcing: Adds proactive channels like weekly stands and offices, plus regular ad placements, improving candidate pool quality and quantity.
• Structured Approvals and Training: Introduces clear decision gates and integrated H&S training, enhancing compliance and employee readiness from day one.