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Getting References for a New Hire - Flow chart download

by | reviewed 2023-08-19
This example flowchart shows a process flow for requesting and reviewing references for a new hire (staff member). It is designed to guide HR and the hiring manager through all of the steps and key decision points. It is a detailed flowchart displaying complex data in an easy-to-understand visual format. It it has been carefully designed using various design elements such as color and font choice to effectively convey its message.
Click image to zoom in.
Screenshot of a flow chart that shows the process for getting references for a new hire

About the Flow Chart

The flowchart delineates the "NEW HIRE - GET REFERENCES" procedure, detailing the intricate process and interactions between the Recruiting Manager (RM), Human Resources (HR), Future Employee (FE), Existing Employee (EE), and the Previous Employer (PE). Beginning with an off-page link from the Recruitment Process, it outlines the sequence of tasks, decisions, and data inputs/outputs required for obtaining references for a potential employee.

The flow navigates through various stages, such as obtaining the New Starter Request Form, verifying referee details, updating the Human Resources Database (HR DB), and processing the Contract of Employment (COE). Each step has been meticulously mapped to ensure clarity, comprehensibility, and precision in the new hiring process.

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New Hire References Flow Chart in Visio

PDF of New Hire References flow chart

The Top 10 Flow Chart Symbols that you need to know

Flowchart - list of steps

Shape type Text
Swimlane heading Future Employee (FE)/
Employee (EE)
Swimlane heading Human Resources (HR)
Swimlane heading Previous Employer
(PE)
Title NEW HIRE - GET REFERENCES
Off-page link From Recruitment Process
Task RM contacts HR 
Task RM obtains New Starter Request Form
Task HR conduct relevant  Core  Process 
Task HR send form to RM 
Task RM completes form, attaches Referees Form, CV, Interview Notes, and submits to HR
Task HR conduct relevant Core Process 
Task HR enter FE details & start date in RN/CM
Decision Have Referees been attached?
Decision Have correct Referees been submitted?
Task HR check relevant work queue for Referees
Decision Have Referees been sent separately?
Data (I/O) HR enter FE details on HR DB
Task HR conduct Request & Categorise Core Process 
Task HR phone RM to advise documentation required 
Task HR update RN/CM to reflect updated status & insert follow up task
Task HR send follow up e-mail attaching Referee
Task HR update RN/CM to reflect updated status & insert follow up task
Decision Have References been provided after 5 working days ?
Task RN/CM instructs HR to chase Referees documentation
Task HR contact RM via phone following up by e-mail to confirm that Referees have not been received
Task RN/CM instructs HR to chase Referees documentation
Task HR update RN/CM to reflect updated status & insert follow up tasks
Task HR  via phone following up by e-mail to confirm that Referees have not been received and hence COE cannot be produced
Task HR review COE and make any necessary amendments
Task HR e-mail COE to RM for review
Task PDF Draft COE e-mailed
Task RM receives & reviews COE
Task RM provides COE approval within 3 working days
Decision Has COE approval been provided within 3 working days?
Task HR update RN/CM to reflect updated status
Task RM requires a New Starter Contract
Task HR update RN/CM to reflect updated status
Data (I/O) HR DB auto populates Name and Address fields
Task HR update RN/CM to reflect updated status & insert follow up task
Task HR update RN/CM to reflect updated status & insert follow up task
Task HR contact RM via phone following up by e-mail to confirm that contract approval has not been received
Task HR  via phone following up by e-mail to confirm that contract approval has not been received
Task RN/CM instructs HR to chase approval with RM via e-mail & phone
Decision Is this the first/second chase for COE approval?
Task RN/CM instructs HR to escalate
Task HR assess if amendments have been suggested following RM review
Task HR/RN conduct relevant Core Process 
Task HR phone RM to  advise Offer Withdrawal will be issued to EE within 2 working days if Referees are not received
Task Is this the third chase for Referees?
Task HR update RN/CM to reflect updated status & insert follow up task
Task Have the References been received after 2 working days
Task HR review letter and make necessary amendments, if required
Data (I/O) HR DB populates Name and Address fields
Task HR select & create Referees Letter in RN/CM
Task HR send Referees letter and form to PE
Task Referees Letter & Form Posted, E-mailed or Faxed
Task HR update RN/CM to reflect updated status & insert follow up task
Task PE receives Reference letter & form
Task PE completes and returns form to HR within 7 working days
Decision Have references have been received within 7 working days?
Decision Are references favourable?
Data (I/O) HR enter Reference outcome on HR DB
Task HR phone PE to chase if possible and follow-up with e-mail, letter or fax
Task Have references been received after 5 working days?
Task HR update RN/CM to reflect updated status & insert follow up task
Task RN/CM instructs HR to chase 
Task HR contacts RM via phone following up by e-mail to confirm that references have not been received 
Decision Have references been received after 3 working days?
Task HR phone PE to chase if possible and follow-up with e-mail, letter or fax
Task HR update RN/CM to reflect updated status & insert follow up task
Decision Are there any alternative referees?
Task HR send e-mail confirmation to RM to advise that references have been received & are favourable 
Task HR update RN/CM to reflect updated status 
Task HR e-mail RM to advise of outcome and reccommendation 
Task HR update RN/CM to reflect updated status
Connector Go to Page.
Task RM concludes investigation, assesses measures required & advises HR via e-mail or phone
Task RM receives recommendation & conducts an investigation
Task Has EE started?
Off-page link Refer to Dismissal Process
Task RM phones FE to verbally confirm withdrawal of offer
Task RM contacts HR to advise on action taken
Data (I/O) HR update FE's with returned references
Task HR conduct relevant Core Process
Task HR conduct relevant Core Process
Task HR update RN/CM to reflect updated status
Connector Go to Page
Task HR update RN/CM to holt any further action being taken 
Abbreviations
EE Existing Employee
FE  Future Employee
RM Recruiting Manager
IM Inducting Manager
HR Human Resources
PE Previous Employer