Sourcer SOP
SOP for consistent, high-quality candidate sourcing for active and pipeline roles, maintaining data integrity in Bullhorn and ensuring accurate JD-to-resume matching.
Overview
To ensure consistent, high-quality candidate sourcing for active and pipeline roles, while maintaining data integrity in Bullhorn, accurate Job Description-to-resume matching, and smooth handoff to recruiters.
Scope
This SOP applies to all Sourcers who perform the following activities:
Primary Responsibilities
- Source candidates for active and pipeline requirements
- Add qualified resumes into tearsheets in Bullhorn (BH)
- Share LinkedIn profiles with recruiters
- Follow up with recruiters for connection, screening, and submission
Role Boundaries
Sourcers covered by this SOP:
- Do not communicate directly with candidates
- Do not conduct screening interviews
- Do not make submission decisions independently
All candidate communication and evaluation is handled by the assigned recruiter.
Sourcer’s Roles & Responsibilities
Sourcers are responsible for the following key activities:
Requirement Review & Analysis
- Review priority requirement details (active/pipeline)
- Evaluate resumes vs Job Description (manual + ChatGPT)
Candidate Management in Bullhorn
- Create/update candidate records with complete contact info and current location
- Avoid duplicate candidates in BH
- Add only qualified candidates into BH tearsheets
Collaboration & Tracking
- Share LinkedIn profiles with associated recruiter for LinkedIn finds
- Track daily sourcing activity
- Follow up with recruiters to proceed with next steps
Process Workflow Overview
The sourcing process follows these sequential steps:
Phase 1: Setup & Sourcing
- Requirement Intake – Review Job Description and call notes
- Search Strategy Setup – Define search parameters and sources
- Candidate Sourcing – Search BH, job boards, and LinkedIn Recruiter (LR)
Phase 2: Evaluation & Entry
- Resume Screening – Match candidate to Job Description (manual + ChatGPT)
- Duplicate Check – Verify no duplicate entries exist in BH
- Candidate Entry – Add to BH with contact details and current location
Phase 3: Handoff & Tracking
- Add to Tearsheet – Include candidate with notes (ChatGPT analysis)
- LinkedIn Sharing – If sourced from LinkedIn, share URL with recruiter
- Recruiter Follow-up – Coordinate screening, evaluation, and submission
- Reporting & KPI Tracking – Document Job ID, skillset, candidate name, feedback/status
KPIs & Measurement
Performance is evaluated using the following metrics:
Productivity Metrics
- Volume: Qualified profiles added to tearsheets and pipeline profiles in Bullhorn
Quality Metrics
- Resume Quality Ratio: Percentage of submitted candidates meeting requirements
- JD Match Accuracy: Rejection rate based on missing must-haves
Data Integrity Metrics
- Data Completeness: Accuracy of contact and location details
- Duplicate Rate: Zero duplicates allowed (100% compliance required)
Exceptions & Escalations
Escalate to Recruiter/BDM/Rohith/Joe in the following situations:
Market & Requirement Issues
- Unrealistic Requirements: Must-haves are unrealistic vs available talent market
- Location Constraints: Location requirements causing low candidate yield
- JD Clarity Issues: Job Description is unclear or contradictory
Data Quality Issues
- Duplicate Entries: Duplicate candidates discovered in system
Escalation Process
- Document the specific issue with examples
- Contact the appropriate escalation point
- Provide relevant data (job ID, search results, specific concerns)
- Await guidance before proceeding
Performance Accountability & Enforcement
Guiding Principle
Defines how performance standards and KPIs outlined in Section 5 are applied for coaching, corrective action, and escalation. All disciplinary actions, including reassignment or termination, are subject to HR review and approval and will follow company policy and employment laws.
Use of Measurement Data
Performance and compliance are evaluated using:
- Internal resume-to-requirement matching tool.
- Bullhorn reporting and data audits.
- Recruiter feedback and rejection reasons.
- Activity and tracking reports.
Evaluation emphasizes patterns and consistency, not isolated incidents.
Compliance Standards
Sourcers must:
- Meet quality, productivity, and data standards (Section 5).
- Follow all sourcing, screening, documentation, and handoff steps.
- Use internal tools and ChatGPT for support, not as substitutes for professional judgment.
Failure to meet standards may lead to corrective action.
Non-Compliance Categories
Minor Non-Compliance
- Occasional KPI misses.
- One-off data or process gaps.
- Isolated requirement misinterpretation.
- Addressed through coaching.
Pattern-Based Non-Compliance
- Repeated KPI misses after coaching.
- Ongoing quality or data integrity issues.
- Consistent recruiter rejections tied to sourcing quality.
- Requires formal corrective action.
Serious/Zero-Tolerance Violations
- Intentional submission of unqualified candidates.
- Misrepresentation of candidate information.
- Duplicate creation after training and warnings.
- Intentional bypassing of required tools or SOP steps.
- Data falsification or manipulation.
- Require immediate escalation.
Progressive Discipline Framework (Individual Sourcers)
- Step 1: Coaching
- Triggered by minor or initial non-compliance.
- Feedback, clarification, and retraining.
- Documented.
- Step 2: Formal Warning
- Triggered by repeated issues after coaching.
- Written notice outlining deficiencies, expectations, and correction timeline.
- Step 3: Performance Improvement Plan (PIP)
- Triggered by continued non-compliance or Red status.
- 30–60 day plan with measurable expectations aligned to Section 5 KPIs.
- Regular review checkpoints.
- Step 4: HR Review
- Triggered by PIP failure or serious violations.
- HR determines next steps, including reassignment or termination.
Pattern Definition (Escalation Thresholds)
Escalation may occur when:
- 3+ similar non-compliance instances occur within 30–45 days after coaching.
- Failure to improve following a formal warning or PIP.
- Any single serious or zero-tolerance violation.
Offshore Sourcer Manager Accountability
The Offshore Sourcer Manager is responsible for team-level performance, quality, and SOP compliance.
Manager Responsibilities
- Ensure sourcers are trained and follow this SOP.
- Monitor team trends related to Section 5 KPIs.
- Address performance issues proactively.
- Serve as the first escalation point for sourcer performance concerns.
Offshore Manager Performance Review & Escalation
Manager performance is evaluated based on team outcomes, not individual explanations.
Indicators for Escalation
- Sustained team performance below KPI thresholds.
- Repeated quality or compliance issues across multiple sourcers.
- High recruiter rejection or rework rates.
- Failure to correct known issues after escalation.
Escalation Framework
- Coaching & Alignment: Review expectations and corrective actions.
- Formal Review: Documented action plan with leadership.
- HR/Leadership Review: Determine next steps, possibly including reassignment or contract review.
Accountability Statement
Performance tools and systems provide objective inputs for evaluation. Sourcers and offshore managers are accountable for quality, data accuracy, and SOP compliance. Final employment and contractual decisions rest with HR and company leadership.