ANALYSIS OF QUALITY IN HR SERVICES

AT
HSF Food Pro-Tech Pvt. Ltd.
Summer Training Report submitted to Amity University, Noida for
the partial fulfillment of the degree of MBA-IB
By:
Ritika Ratusaria
Section D
Under the guidance of:
Prof. V.P. Kakkar

AMITY INTERNATIONAL BUSINESS SCHOOL

AMITY UNIVERSITY, NOIDA

ACKNOWLEGMENT
The satisfaction and euphoria that accompany the successful completion of the work would be
incomplete unless I mention the people, as an expression of gratitude, who made it possible and
whose constant guidance and encouragement served as a beacon of light and crowned my efforts
with success. This report would have been impossible but for the support and guidance that I
received from various people at different stages of the project.
My sincere thanks to my industrial mentor Mr. Nitesh Vats, HR Manager, HSF Food Pro-Tech
Pvt. Ltd., who made me understand the technicalities of my project and helped me in every
possible manner.
I would also like to extend my sincere thanks to the entire team of HR and the respondents of
questionnaire there for providing me their time and active co-operation.
Besides my industrial mentor, Im grateful to my faculty mentor Prof. V P Kakkar who gave me
his valuable suggestions from time to time and under his excellent guidance, encouragement and
patience it has been possible to successfully accomplish this project.

(Ritika Ratusaria)

CERTIFICATE

I hereby certify that Ritika Ratusaria, a 3rd semester student of Master of Business Administration
International Business, batch 2014-2016 has worked under my supervision on the project titled
Quality in HR Services at HSF Food Pro-Tech Pvt. Ltd.. I am satisfied with her work on
the project.

Prof. V P Kakkar
(Faculty mentor)
AIBS

DECLARATION

I hereby declare that this project report entitled Quality Services In HR Services at HSF Food
Pro-Tech Pvt. Ltd. has been successfully completed at HSF, towards the partial fulfillment of
the requirement for the award of the degree Master of Business Administration International
Business from Amity International Business School, Amity University, Noida. This is an
original manuscript developed by me and has not been furnished from any source thereof, has
not formed the basis for the award of any degree, diploma or any such titles by this institute or
any other universities

DATE:
LOCATION: NOIDA
(Ritika Ratusaria)

CONTENTS
1.
2.
3.
4.
5.
6.

Abstract.6
Company Profile..8
Introduction..11
Literature Review12
Research methodology.13
Findings.14
6.1 Deployment

6.1.1 Joining.15
6.1.2 Background check..18
6.1.3 Induction..20
6.2 Employee Engagement
6.2.1 Employee Engagement Activities.24
HSF Food Pro-Tech Connect24
Maitree Events26
6.2.2 Rewards and Recognition Model..28
6.2.3 Policies and Procedures.29
6.2.4 Work Environment.30
7. General Suggestions..................................................................................................31
8. Data analysis and Interpretation.33
9. Conclusion..................................................................................................................44
10. Bibliography..45
11. Annexure
11.1 Process Improvement Questionnaire.............46

ABSTRACT

HR management is concerned with people element of a company, so it is the most important

asset for any organization and also it is the main source of achieving competitive advantage.
Since every organization consists of people, so acquiring their services, developing their
5

skills, motivating them to high level of performances and ensuring that they continue to
maintain their efficiency in the organization which are essential to achieve organizational
goals and objectives. Managing human resources is as challenging as managing technology
or capital and for its effective management, every organization requires effective HRM
system. Every companys HRM system should be backed up by sound HRM policies and
practices. HRM practices refer to organizational activities for managing the pool of human
resources and ensuring that the resources (employees) are employed towards the fulfillment
of organizational goals. The main objective of this project was to review the existing HRM
policies in HSF Food Pro-tech Pvt. Ltd. The purpose of this report is to develop an
understanding of HRM Policies and Practices and to examine the unique HRM practices
implemented by HSF Food Pro-tech Pvt. Ltd.
The project is aimed to have the maximum knowledge of the HR practices followed in the
organization. Here, the HR practices of the company have been explained to understand how
the company follows these practices. This project is done to have understanding of the subject
HR, its practical implementation, its necessity, its implications and benefits.
To examine specific HR processes and provide suggestions on their overall quality
improvement majorly the HR functions within the ambit of the project were: Deployment and
employee engagement.
The HR processes under these two functions were:
1) Deployment
Joining
Induction
Background check
2) Employee Engagement
Employee Engagement Activities
Rewards and Recognition model
Policies and Benefits
Working Environment
a) Culture
b) Openness
c) Flexibility
d) Safety and security

OBJECTIVE
Primary Objective
To observe and measure the overall effectiveness of various HR policies, thus provide
suggestions/feedback to improve the system.

Secondary Objective
1. To study the effectiveness of the complete on boarding process viz. Joining, induction
and background verification.

2. To study the effectiveness of the various engagement initiatives like engagement

activities, Rewards and Recognition model, policies and benefits etc.
3. To

observe

the

working

environment

of

the

organization

and

providing

suggestions/feedback in order to improve the same.

COMPANY PROFILE
The organization in which the project was carried out was HSF Food Pro-Tech Pvt. Ltd. The
profile of this company is as follows:
The company HSF Food Pro-Tech Pvt. Ltd. is one of the Worlds Leaders in Paddy
Processing Plants. Established in mid 70s, with the objective to develop and manufacture
highly advanced paddy processing systems which can provide a solution to rice millers of
Asian sub-continent.
The company HSF Food Pro-tech Pvt. Ltd. is a manufacturing firm situated in Sirsa,
Haryana. Formerly, it was known as Haryana Steel Fabricators entered into paddy processing
plant manufacturing in mid 70s to boost rice milling industry with the high objective to
8

develop and manufacture highly advanced paddy processing systems which can provide a
solution to a rice miller of Asian sub-continent. Today the company has many turnkey
projects under construction. The founder of the HSF Food Pro-tech Pvt. Ltd was Shri
Prahalad Rai Gupta and the company is now successfully run by his descendants.
Today HSF have more than 1100 installations all over the world and their excellent
track record of accomplishments during last 35+ years is proof enough about their
commitment for quality, performance and services. Their reputation had build by
manufacturing highest value efficient projects for rice industry. Worlds top rice exporters
from India and Pakistan have always and repetitively trusted on the company whenever they
thought for expanding or modernizing their rice mills. The company had three full fledged
and good technically workshops situated at Sirsa where they always try to innovate and
develop new ideas and technologies to make their plants capable to deliver maximum cost
effective and trouble free performance to their estimated clients.
Their ISO 9001:2008 certification ensures everybody about the quality and cautiousness of
their plants.
To sum up, We could say that HSF have an aggregation of quality, quantity, capacity, safety,
performance, service and technical guidance to rice milling industries of this Asian subcontinent.
The company firmly believes that to produce quality rice, one not only needs better
quality of paddy, but better paddy processing technology too, and so HSF has always covered
the gap between the latest technology introduced in this field and the technology employed
by them.
The company was privatized on November 9, 1998. HSF Food Pro-Tech Pvt. Ltd.
possesses the Corporate Identification Number (CIN) U29191HR1998PTC034068 and the
Registration Number is 034068.
This company is Fully Self Funded by the founder late. Shri Prahalad Rai Gupta.

Company Vision:To become a world class manufacturer of grain processing machinery providing end to end
solutions to grain processors through a complete range of quality, high technology, innovative
grain processing machinery at affordable cost.
9

Company Mission:* Minimize the loss of Food Grains through such products and services to our customers and
thereby making more food available to the society.
* Believe Customer satisfaction is growth.
* Pursue excellence through total quality management.
* Ensure respect and regard to all our Internal and External Customers with highly standards,
ethics and integrity.

The company assures:Quality: Quality is the SEAL of HSF plants. Our broad based experience guarantees you the
highest level of quality & ISO 9001 certification is a reorganization of our quality
awareness.
Productivity: Superior quality Raw Materials & Strict Quality control norms always deliver
highest possible productivity along with durability & least maintenance cost for continuous
production and more earnings.
Durability: Durability is most important reason for excellent performance of HSF plants.
Wear is limited to only those parts that come in contact with Aggregate. These parts are
specially designed for easy & trouble free at reasonable replacement cost.
Profitability: Trouble free running, Low power consumption & minimum manpower
involvement in processing ensures higher profitability. Less broken percentage & additional
value realization also enhance the prosperity.
Technology: They always upgrade our technology to fulfill the requirements of rice milling
industry. Our R&D WING constantly tries to invent new design & Latest technology to make
HSF plant capable of deliver 100% satisfaction to Millers.
Service: They firmly believe in support to a customer by our best services. This Service bond
is a critical element forming the basis for successful partnerships between HSF and our
hundreds of satisfied rice millers. They also believe that 'BEING A PARTNER MEANS
KEEPING IN TOUCH' and they always try to be in touch with our clients.
10

INTRODUCTION
Human resource policies are the formal rules and guidelines that every business put in place
to hire, train, assess, and reward the members of their workforce. These policies, when
organized and disseminated in an easily used form, can serve to preempt many
misunderstandings between employees and employers about their rights and obligations in
working place. It is tempting, as a new small business owner, to focus on the concerns of the
business at hand, and put off the task of writing up a human resource policy. All business
analysts and employment lawyers will advise a new business owner to get a policy down on
paper, even if it is a simple one drafted from a boilerplate model. Having policies written is
important so that it is clear to all what the policies are and that they are applied consistently
and fairly across the organization. Moreover, when issues concerning employee rights and
company policies come before federal and state courts, it is standard practice to assume that
the company's human resource policies, whether written or verbal, are a part of an
11

employment contract between the employee and the company. Without clearly written
policies, the company is at a disadvantage.
A well written and presented human resource policy manual can establish the tone that a new
business person wishes to maintain within his or her business. Such a policy also serves to
disseminating information about what employees may expect from the company as well as
what the employer expects from the employees regarding work performance and behavior
while on the job.
Formal policies can be helpful to managers and other supervisory personnel faced with
hiring, promotion, and reward decisions concerning people who work under them.
Prudent and comprehensive human resource management policies can save companies
significant amounts of management time that can then be spent on other business activities,
such as new product development, competitive analysis, marketing campaigns, etc.
Members of the legal and business communities agree that organizations can do a lot to cut
off legal threats from disgruntled current or ex-employees simply by creatingand applying
a fair and comprehensive set of personnel policies.

LITERATURE REVIEW
Schuler (1992) suggests that Strategic Human Resource Management (SHRM) has many
different components, including policies, culture, values and practices. Strategic business
needs of an organization are influenced by its internal (which mainly consist of factors such
as organizational culture and nature of business) and external characteristics (consisting of
the nature and state of economy in which the organization is existing and critical success
factors, i.e., opportunities and threats provided by the industry), which are influenced by HR
activities. Thornhill, Lewis, Millmore, and Saunders (2000) found a potential role for HR
centered strategies to be used to change or realign the culture of an organization.
An organization can change its culture through its recruitment strategy of replacing managers
with those from outside, restructuring the organization, downsizing the workforce, training
12

programmes, new reward strategies and performance management to alter employee

behaviours or reinforce emergent ones. After the economic liberalization,
Indian organizations were under pressure to change from low-cost, indigenous, less efficient
and outdated technology to high-cost modern technology and prepare people to use it. This
was done to develop and maintain their competitive edge in the larger business environment
(Khan, 1999).
The potential value of the employees is to be increased by collectively enhancing and linking
their skills and capabilities in tune with the contemporary requirements of the market, and to
be faster than the competitors. The success of the HRM will be determined by its ability to
harness the intelligence and spirit of people by creating a learning climate.
Indian organizations normally direct their HRM efforts towards the development of
competencies, culture and effectiveness among employees individually or in groups (Singh,
2003).
Hendry and Pettigrew (1992) propose that a number of internal factors such as the
organizational culture, structure (positioning of HR), leadership, level of technology
employed and business output directly contribute to forming the contents of HRM.
HRM could be seen as a menu of strategic choices to be made by human resource executives
in order to promote the most effective role behaviours that are consistent with the
organizations strategy and aligned with each other (Sparrow and Hilltrop, 1994).

13

RESEARCH METHODOLOGY
The research methodology used in this project is as follows:

SAMPLING DESIGN:Simple random sampling is used in this project to select the employees from the total
population.

SAMPLE SIZE:Sample size 35

In all 12 employees from HR department and 23 employees from other departments
were interviewed.

METHODS OF DATA COLLECTION:14

For examining each HR process, depending on the nature of process being examined, the
used method is:Direct observation of the process: In order to have an unbiased view, the processes were
directly observed as they were being carried out.
The data was collected through primary and secondary sources.

PRIMARY SOURCES: The primary sources used in the study are questionnaire and

discussion with employees of HSF Food Pro-Tech.

SECONDARY SOURCES: Secondary data was also collected from company
website, magazines and journals.

FINDINGS

For each HR process, findings have been documented in the following format:
a) Process Definition:
It includes the basic purpose of the process and how it is carried out in HSF Food ProTech Pvt. Ltd.
b) Observations :
These include employees feedback and personal observations.
c) Suggestions And Expected Impact:
These are based on the observations and for each suggestion its corresponding
expected impact is documented
The findings for each HR process are as follows:

1) Deployment:
An overview of deployment in HSF Food Pro-tech is as follows:

15

I.e. deployment in HSF Food Pro-Tech Pvt. Ltd. basically consists of 3 HR processes:
Joining, Induction and Background Check.
Taking each HR process under deployment one by one as follows:
1.1) Joining:
Process Definition:
Normally, joining in HSF Food Pro-Tech Pvt. Ltd. is done on1st and 15th of the month. But,
depending on business needs, new employees may join on any other day as well.
An employee from the HR Operations is given the responsibility of handling joining process.
It basically involves:

Verification of all the documents submitted by new joiners

Filling of all the required forms
Orientation

While filling of the forms and verification takes place side by side, orientation begins after all
these things are done.

16

Orientation is the introductory stage which familiarizes the new employee with his/her new
working environment by introducing aspects of the company such as:

Companys mission and vision

Quality and value statements

Organization chart

Business objectives

Management

Workplace facilities

Work rules, regulations and policies

Employee benefits and incentives

At the end of the orientation, paper based feedback is taken.

ObservationsEmployees feedback: Most of the employees agreed to the points that:

They had good experience on the first day at HSF.

They had good perception of HSF during the first month and it remained same over

time too.
Some of them feel that they were asked to fill too many forms which was tiring on the
first day of the joining.

Personal Observations:
1) Eight forms to be filled with repetitive information:17

These forms have to be filled by hand

These forms have repetitive information in them such as name, address, phone

number, signature etc

Filling of these forms takes almost the entire day

2) Most of the time is consumed in verification of forms and documents

A single person handles the joining of 10-12 new joiners. Hence, it takes a lot of time
To verify the forms and documents (mark sheets, passing certificates etc) one by one
For each new joiner

18

Suggestions and Expected Impact:

Suggestions
Expected Impact
All joining forms can be converted to online and
A lot of time can be saved on
filling of forms can be made a pre joining formality
i.e. new joiners can be asked to fill the forms before

the first day

The saved time can be utilized
in improving the quality of

they actually join the organization.

orientation. Thus, orientation

will become the main agenda
instead of form filling
Prepare a brief presentation on orientation that It will not only save time but will also
starts with the companys vision and mission and improve

the

overall

quality

of

then explains everything in a clear and crisp manner orientation

Orientation can be given in training rooms

where each new joiner is allotted a computer

their

systems

during

logging

into

new joiners will be able to

understand

so that the new joiners are able to login into

from

actually

ultimatix from their systems,

Some dummy employee ids 1can be created

ultimatix

By

orientation itself

it

quickly

and

effectively
As a result, it will lead to a
decline in the number of
ultimatix related queries that
the HR people get from the
new joiners post joining
It is easier to maintain and

Instead of taking paper based feedback, online

feedback can be taken within next 2 days from the

analyze online feedback

People are likely to be more

day of joining

genuine while giving online

feedback as they do not have to
give it in the presence of HR

1.2) Background Check

1
19

Process:
BGC stands for background check. For each new joiner who joins HSF Food Pro-Tech,
background verification is done by a 3rd party vendor. It basically involves the following:

Educational Verification
Residential Address Verification
Criminal Verification
Prior Work Experience Verification ( if applicable)

There is a separate form for BGC which the new joiners fill on their day of joining. After 3-4
days from the day of joining, the BGC form along with other documents (mark sheets,
address proof etc) required for verification is sent to the 3rd party.
In HSF Food Pro-Tech Pvt. Ltd., the service level agreement (SLA) for BGC is as follows:For educational and address and work experience verification 30 days
For criminal verification 90 days
Observations:
Employees feedback:
Percentage of negative cases in BGC have reduced over time
Increased pressure to hire more people in a short span of time increases the percentage
of negative cases in BGC.
There was an instance where in a particular project due to a sudden requirement of a
large number of people, there was a lot of pressure on the recruitment team to hire a
large number of people in a short span of time.
During this time, it was observed that the percentage of negative cases in BGC also

rose.
The biggest challenge in BGC lies in getting work experience verification done in
time (i.e. as per SLA) for some cases in which new joiners previously worked in some
small companies.
The reason being sometimes such companies refuse to entertain the BGC verification
as they are afraid that it might create problems for them in case something negative
comes up on part of the new joiner.

Personal Observations:

20

Since, the BGC process begins only after the employee joins HSF Food Pro-Tech, hence, any
delay in getting BGC initiated further adds to the loss (in terms of time and money) in case
the employee eventually turns out to be fraud.

Suggestions and Expected Impact:

Suggestions
BGC can be made a pre joining formality

Expected Impact
It will save a lot of time on the actual day

3-4 days before the day of joining, the

employees can be asked to

of joining
There will be no scope for delay in the

Mail scanned copies of all documents

initiation of BGC as before the actual day

of joining, the BGC forms would have

required for verification

They can also be asked to fill and email
the BGC form

been filled and sent for verification

It will also reduce the loss (in terms of time
and money) in case the employee turns out
to be fraud

1.3) Induction
The term induction is generally used in a workplace context to describe the whole process
whereby employees adjust or acclimatize to their jobs and working environment.
Every organization, large or small, should have a well-considered induction program.
Employees who have a well thought-out induction are more likely to stay with the
organization. The purpose of induction is to ensure the effective integration of staff into or
across the organization for the benefit of both the parties (employee and the organization).

21

Every month, for all the new joiners in HSF Food Pro-Tech, an induction is organized. It
familiarizes the new employee with the culture, accepted practices and the SBUs (Strategic
Business Units) of HSF Food Pro-Tech Pvt. Ltd. It involves:
Presentations by heads of all BUs
Presentations by heads of all the support functions such as admin, HR

1.3.1) Induction:
Induction in HSF Food Pro-Tech is a daylong event. It starts in the morning and goes on till
the evening.
Head of each department (i.e. BUs, Administration, and HR) gives a presentation explaining
where does his/her department fits in HSF Food Pro-Techs structure and what its basic role
is.
The allotted time for each presentation is 45 minutes.
Observations:
Employees feedback:

Employees feel that the induction sessions can become more interactive
Some of them feel that instead of a one day induction, probably it can be made a two
day event

Personal Observations:
Some of the sessions are not as interactive and enjoyable as are others
Though the allotted time for each presentation is 45 minutes, sometimes the presenter

exceeds the time limit due to which rest of the presentations get delayed
Some presentations have too many slides. Such lengthy presentations cannot be

covered effectively in 45 minutes

Moreover, some of them even have a lot of content on each slide
The quality of some of the sessions can be improved in terms of the way they are

delivered, number of slides etc

Some sessions use too much technical jargon that is specific to their SBU only.

22

The last session for the day is of the HR. It explains various policies, salary structure

etc. The contents covered are the same as covered in the orientation.
Post induction, paper based feedback is taken.

Suggestions and Expected Impact:

Suggestions
Expected Impact
HR session can be the first instead of In order to make induction successful,
last

as

it

begins

with

basic the employees must understand what

information about HSF Food Pro- is being told to them which in turn
Tech, information about various require their full attention.
SBUs etc. and then goes further to
explain important things such as

ultimatix
Also, all very important sessions
(HR, Admin, security, and finance)
can be organized before lunch so as
23

that people listen to them with full

concentration

In order to make employees listen to all When

employees

know

that

the

extremely important sessions very carefully, session is very important for them,
the presenter can begin that session by they will try to listen to it very
spending the first few minutes highlighting carefully.
Thus, making induction successful
the significance of that session
As one of the purpose of induction is
It will not confuse the new
to make the new joiners aware of the

joiners by providing them too

functions of all SBUs of HSF Food

much unnecessary information

Pro-Tech, the presentations can be

on a single day.
Hence, the new joiners will not

made as simple as possible so that

lose interest in that session

everybody understands the basic

function of that SBU.
Instead of taking paper based feedback,
online feedback can be taken within next 2

It will be easier to maintain

and analyze online feedback

days from the day of joining

2) Employee Engagement:
Engaged employees are those employees who are passionate and enthusiastic about
their work, have a strong desire to be part of the organization, and are motivated to go
above and beyond in their jobs.
An overview of employee engagement in HSF Food Pro-Tech is as specified below:

24

Taking each HR process under employee engagement one by one:

2.1Employee Engagement Activities:
The purpose of such activities is to engage the employees. These may be fun activities
Or activities that give a sense of belonging to the employees make them feel that
they are valued by the organization etc
In HSF Food Pro-Tech, following are the employee engagement activities:
25

HSF Food Pro-Tech Connect

Maitree Calendar Events
Ask CEO
Ask HR
HSF Food Pro-Tech Ki Adalat
Trainings
PULSE (Annual Engagement survey)
Career Growth
Learning Portals

As many of the above activities occur quarterly or annually, hence, during the period of
internship, only the following activities could be covered:
2.1.1) HSF FOOD PRO-TECH Connect
It is a monthly event to welcome all the new joiners, celebrate employees birthdays,
distribute monthly awards and organize various fun activities.
It is organized at every HSF Food Pro-Tech office.
Observations:
Employees feedback
HSF Food Pro-Tech Connect is a good event and it should be organized once a month

only
There is a calendar that specifies which SBU(Strategic Business Unit) will
Organize the Connect in a particular month.
The HR sends a reminder to that SBU one week before the connect of that month is to

be organized
The HR sends a mail to all HSF Food Pro-TECHites informing them about the

Connect of that month

People who do not have access to their HSF Food Pro-Tech mail accounts from their

work stations do not come to know about the Connect

Owing to work pressure, some people participate in Connect only when it is their
SBUs turn to organize the Connect for that month.

Personal Observations:
As such, there is no specific date on which it is organized each month

26

It is organized in HSF Food Pro-Tech cafeteria that does not have the capacity to
accommodate all HSF Food Pro-TECHites

Suggestions and expected impact:

Suggestions
Expected Impact
Project managers can encourage their team
More number of people

members to participate actively in HSF Food

will be able to participate

Pro-Tech Connect

actively in HSF Food Pro-

Work is no doubt important but employees need

some break as well from their daily work
routine

Tech Connect
Thus, the overall quality
of HSF Food Pro-Tech
Connect will improve

2.1.2) Maitree Calendar Events:

These are the activities that are organized as part of the initiative Maitree , which
is a medium through which employees are able to participate in various non-work

related activities related to their hobbies, social awareness etc.

Each department has a Maitree team that is headed by a Maitree coordinator. It is the
responsibility of this team to plan and organize Maitree events in their respective

regions
At the beginning of every year, a calendar is prepared by the Maitree team and it is
shared with all employees in HSF Food Pro-Tech. This calendar specifies a particular

theme for each month.

Before organizing an event, a notification (through mail) seeking nominations is sent
to all the HSF Food Pro-TECHites of that department.
27

Based on the number of nominations received, further planning (budgeting, date,

venue etc.) is done

Post every event, the employees are asked to give write ups in which they describe
their overall experience

Observations:
Employees feedback

Most of the times, participation in these events revolves around the same set of

employees
Female employees feel that these events should be planned keeping in mind their taste

and preferences as well.

Many a time, due to work pressure, many employees are not able to participate in

these events.
The project managers also do not encourage the employees to participate in such

events. Hence, such employees feel that these events should be made mandatory
Many employees feel that they enjoy more in outdoor events
As the ratio of old and young employees in HSF Food Pro-Tech is approximately
50:50, hence sometimes such events may be organized that do not appeal equally to
all the employees.
Personal Observations:
It was observed that the Maitree team focuses on just the organizing part of these events. No
attempt is made to increase the participation rate in these events or to increase the quality of
these events.

Suggestions and Expected Impact:

Suggestions
Expected Impact
Can analyze the reasons why Maitree
It
will

increase

the

events dont attract new people, why only

participation rate in these

the same set of people participate every

events as it will encourage

time.

new employees to participate

As the ratio of old and young employees in

All this in turn will improve

28

HSF Food Pro-Tech is approximately

the quality of Maitree events

50:50, hence the events can be planned

in

keeping this fact in mind.

organization and participation

For any event, the mail that is sent to all

HSF Food Pro-Tech employees can have a

line in it stating that all project managers

are

requested

to

inform

their

team

members about this event

terms

Moreover,

of

by

planning,

giving

the

employees a chance to have a

say in choosing the event, not
only the participation will
increase but also it will give a

A poll can be created in ultimatix that

sense of empowerment to

specifies 3-4 events corresponding to the

them

theme of the month. Through this poll,

employees themselves can choose an event
which they want the Maitree team to
organize for that month

2.2) Rewards and Recognition (R & R) model:

It basically refers to the policy of HSF Food Pro-Tech for recognizing and rewarding high
effort and special achievements. There exist various awards at individual, team and project
level. Also, depending on their type, awards are monthly, quarterly or annual.
Types of awards
1.
2.
3.
4.
5.

Shining Star
Employee of the month
Picnic Grant
Champion Manager
Champion Supervisor

Observations:
Employees feedback

HSF Food Pro-TECHites feel that presently, the number of awards is not sufficient.

29

They feel there is a lack of appreciation whether in the form of awards or appreciation
mails especially from their immediate managers. Due to which, they are not motivated

to put extra efforts in their work

Thus, the overall perception is that even if they will put extra efforts in their work,
they would not be recognized for it.

Personal Observations:
There is no limit on the number of awards to be won by any candidate. Many employees
register for more than one reward for the same project/work done.
Suggestions and Impact:
Suggestions

Expected Impact

There can be some awards at the SBU/project level

Employees

will

be

Also, the management can use some sort of other motivation such as motivated to put extra
appreciation mails ,thank you cards once in a month or once in 2 months

efforts in their work.

2.3) Policies and Procedures

Observations:
Employees feedback:

HSF Food Pro-TECHites feel that overall, HSF Food Pro-Techs policies and
procedures are fair. Moreover, with time, the policies and procedures have become

better
Contract employees feel that the policy w.r.t conversion of DC (Direct Contract) to
regular can become more transparent. As of now, there is no clear timeline defined

that specifies after how much time the DC employees can become regular employees.
Employees feel that more flexible work options can be provided

Personal Observations:
No major personal observations were there in this case
Suggestions and Expected Impact
30

Suggestions
Expected Impact
Policy w.r.t conversion of DC employees It will provide a clear picture to the direct
to regular employees can be clearly contract employees and thus they would be
defined and shared with the employees
able to concentrate on their work effectively
In case if in a project, by working in a Job satisfaction will increase in this case
flexible shift, the work does not get
affected at all, then such an option can be
provided to the employees

2.4) Work Environment

Following areas were covered as part of HSF Food Pro-Techs work environment:

Culture
Openness
Flexibility
Safety and security

Observations:
Employees feedback:

HSF Food Pro-Tech always provides a safe and secure working environment.
There is a genuine sharing of information, feelings, and thoughts in meetings.
Free discussion and communication between seniors and subordinates take place.
HSF Food Pro-Tech provides a flexible working environment.

Personal Observations

Employees do not have regular one on one meetings with their immediate managers

31

In some of the cases, the agenda of one on one meeting is confined to routine work
only and does not cover important areas such as performance evaluation, learning
needs, career development etc.

Suggestions and Expected Impact:

Suggestions
Expected Impact
Frequency of one on one meetings can be Employees will know on what areas
they need to work on and hence,

increased

Also, the agenda of such meetings should be

they can perform in a better way.

areas such as performance evaluation, learning

needs, career development etc
While working on HR processes falling under the ambit of the project, a few observations
and general suggestions for HR in HSF Food Pro-Tech are as follows.
General Suggestion for HR and Expected Impact
Suggestions
Expected Impact
HR processes such as appraisals can have a People will know their ratings
timeline just like other projects.

on time and thus can start

HR can work on reducing the huge time gap working on it at the right time.
between appraisals and the declaration of ratings
HR managers can have more power on project Employees will feel that if they
related issues

have some problem with the

project, it will be solved by the
HR
Hence, the whole conception of
HSF Food Pro-Tech HR will

HR can work on rating related queries

change.
Employees confidence in HR

As currently, the employees feel that if they are not will increase
satisfied with the rating given to them by their
managers, then even if they approach HR, their
queries are not addressed
Instead of identity cards, biometrics or some online Employees wont have to waste
32

software can be used for marking attendance

time by going back to their

home in case they forget to bring

their identity cards

HR can work on the delay in sending the contract Contract employees would not
renewal mails for DC employees

feel insecure of their jobs and

Though the delay is small, but still the employees hence they will be able to
feel insecure of their jobs till the time they dont concentrate

on

their

work

get intimation from the HR

properly
For each fun at work event organized, the HR can A greater number of people will
ask for nominations from each SBU/project
be able to participate
Project managers can be asked to organize some Some employees who do not get
fun events within their teams at least once in a chance to participate in these
quarter

events due to work pressure will

now be able to participate

Frequency of team lunch/parties can be increased

Will provide some relief to the

employees from their routine
work

33

DATA ANALYSIS AND INTERPRETATION

The employees were asked to give ratings for the questions on following points:Strongly disagree

Disagree

Neutral

Agree

Strongly agree

Ques 1: - I had good experience on the first day at HSF Food Pro-Tech Pvt. Ltd.

I had good experience on the first day at HSF Food Pro-Tech Pvt. Ltd.

23%

Strongly Disagree

3%9%

Disagree
17%

Neutral
Agree
Strongly Agree

49%

INTERPRETATION: Most of the employees had a good experience on the first day of joining at HSF Food ProTech Pvt. Ltd. But some disagreed to the same due to the lengthy process of form filling.

34

Ques 2: - I found Induction and Orientation interactive.

I found Induction and Orientation interactive.

17%

Strongly Disagree

6%

Disagree
26%

Neutral
Agree
Strongly Agree

51%

INTERPRETATION: Most of the employees enjoyed the induction and orientation of the company but some felt
that it could be more interactive.

Ques 3: - I had good perception of HSF FOOD PRO-TECH during the first month.

35

I had good perception of HSF Food Pro-Tech Pvt. Ltd. during the first month.

20%

3%

Strongly Disagree
Disagree

17%

Neutral
Agree
Strongly Agree
60%

Ques 4: - My perception has remained the same over time.

My perception has remained the same over time.

14% 6% 9%

Strongly Disagree
Disagree
Neutral
Agree

29%

Strongly Agree

43%

INTERPRETATION (Ques 3 and Ques 4): Many of the employees had a good perception about the company which remained same over
a period.

36

Ques 5: -The trainings/workshops organized for my development are helpful.

The trainings/workshops organized for my development are helpful.

20%

Strongly Disagree

3%9%

Disagree
Neutral
26%

Agree
Strongly Agree

43%

INTERPRETATION: The training conducted for employees is very helpful for their career development.

Ques 6: - I get recognition at the right time for my efforts.

I get recognition at the right time for my efforts.

17%

Strongly Disagree

3%
20%

Disagree
Neutral
Agree
Strongly Agree

60%

37

Ques 7: - Rewards in HSF Food Pro-Tech are fair and transparent.

Rewards in HSF Food Pro-Tech are fair and transparent.

11% 6%

Strongly Disagree
11%

Disagree
Neutral
Agree

29%

Strongly Agree
43%

INTERPRETATION (Ques 6 and Ques 7): For many employees the R&R MODEL of the company if good but some of them feel that
they have not got there is a lack of appreciation from their immediate managers and not
sufficient awards are given to them due to which they are not motivated enough to work
efficiently and effectively.

Ques 8: - HSF Food Pro-Tech provides ample opportunities for career growth for
employees.

38

HSF Food Pro-Tech provides ample opportunities for career growth for employees.

Strongly Disagree

14% 6%

Disagree
Neutral
Agree

34%

46%

Strongly Agree

INTERPRETATION: Maximum of the employees are satisfied with the career growth and development
opportunities that HSF Food Pro-Tech provide them.

Ques 9: - Fun at work activities in HSF Food Pro-Tech meets expectations.

39

Fun at work activities in HSF Food Pro-Tech meets expectations.

Strongly Disagree

3%
26%

20%

Disagree
Neutral
Agree
Strongly Agree

51%

INTERPRETATION: Employees are happy with the employee engagement activities of the company and are
motivated enough to work effectively for achieving their goals.

Ques 10: - Feedback is taken for any training, workshop or any other session.

Feedback is taken for any training, workshop or any other session.

Strongly Disagree

14% 3% 9%

Disagree
Neutral
31%

Agree
Strongly Agree

43%

40

INTERPRETATION: Most of the employees are satisfied and feel themselves as a part of the HSFs family as their
regular feedbacks are taken after trainings/workshops but some them feel that the company
does not act on the feedback given by them.

Ques 11: - People in this organization are helpful.

People in this organization are helpful.

20%

3% 6%
14%

Strongly Disagree
Disagree
Neutral
Agree
Strongly Agree

57%

INTERPRETATION: Most of the people in HSF are always ready to help their subordinates/peers which motivates
the employees to keep the organization culture free from conflicts.

41

Ques 12: -Employees are encouraged to take initiative and do things on their own
without having to wait for instructions from supervisors.

Employees are encouraged to take initiative and do things on their own without having to wait for instructions from supervisors

17%

6%

Strongly Disagree

6%

Disagree
Neutral
26%

Agree
Strongly Agree

46%

INTERPRETATION: In HSF Food Pro-Tech employees are motivated and are encouraged to take initiative and do
things on their own which is in benefit of the employees and the company without
instructions from the supervisors.

42

Ques 13:- There is a genuine sharing of information, feelings, and thoughts in

meetings.

There is a genuine sharing of information, feelings, and thoughts in meetings.

Strongly Disagree

14% 3%
23%

Disagree
Neutral
Agree
Strongly Agree

60%

INTERPRETATION: The top level management do listen to their subordinates ideas and take care of their feelings
also and likewise subordinates also carefully listen to their superiors and respect the decisions
taken in the meetings.

43

Ques 14: - HSF Food Pro-Tech provides a safe and secure working environment.

HSF Food Pro-Tech provides a safe and secure working environment.

11%

20%

Strongly Disagree
Disagree
Neutral
Agree
Strongly Agree

69%

Ques 15: - HSF Food Pro-Tech provides a flexible working environment.

HSF Food Pro-Tech provides a flexible working environment.

17%

3%

Strongly Disagree
14%

Disagree
Neutral
Agree
Strongly Agree

66%

44

INTERPRETATION (Ques 14 and Ques 15): HSF provides safe, secure and a flexible working environment to all its employees. The
security and safety of women workers is properly taken care of, they dont have to stay till
late in the office and they can take the pending work to their home or can complete next day.
All the safety measures for workers in manufacturing are taken properly. Employees are
provided with the options to go home for lunch or work from home for their work efficiency.

45

CONCLUSION AND RECOMMENDATION

Based on the findings, it can be concluded that as far as the HR processes (covered in the
project) are concerned, currently, there are some areas that are good and some areas that can
be improved further so that as a result the overall quality in HR services delivered through
such process can be improved.
The good areas are:

HSF Food Pro-Tech always provides a safe and secure working environment
Policies and procedures in HSF FOOD PRO-TECH are fair
The HR at HSF FOOD PRO-TECH is very supportive:
The HR at HSF FOOD PRO-TECH is very helpful. The day to day grievances of the
employees are handled in time
Moreover, over the years, there have been a lot of improvements:
More employee friendly policies have come up, induction process has improved etc.

For each HR process, suggestions and expected impact have already been documented.
Overall, it can be said that all the suggestions are a subset of the following major areas of
improvement:

Supervisors/Project managers can play a major role in employee engagement:

o Participation in the fun events would increase only when employees are able
to find time for such activities. Supervisors themselves need to realize the
importance of taking part in non work related activities and need to encourage
their team members to actively take part in such events
o Also, appreciation mails, thank you cards can be used as a medium to motivate

employees
o They need to increase their interaction with their team members
Number of events at project/team level can be increased:
This will not only increase the number of events but also increase the number of
people participating in these events

BIBLIOGRAPHY
46

BOOKS: Human Resource Management By: Ashwathapa.

Human Resource Management By: Michael Armstrong.
Human Resource Policy Analysis: Organizational Applications
By: Richard J. Niehaus.

WEBSITES:

www.hsfgraintech.com
www.scribd.com

JOURNALS AND ARTICLES:

Policies of HSF Food Pro-Tech Pvt. Ltd.

Documents of HSF Food Pro-Tech Pvt. Ltd.

ANNEXURE

47

PROCESS IMPROVEMENT QUESTIONNAIRE: Department: _________________

Name of the employee: _________________
Designation: _______________

Ques 1:- I had good experience on the first day at HSF Food Pro-Tech Pvt. Ltd.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Agree

Strongly Agree

Ques 2:- I found Induction and Orientation interactive.

Strongly Disagree

Disagree

Neutral

Ques 3:- I had good perception of HSF Food Pro-Tech Pvt. Ltd. during the first month.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Agree

Strongly Agree

Ques 4:- My perception has remained the same over time.

Strongly Disagree

Disagree

Neutral

Ques 5:- The trainings/workshops organized for my development are helpful.

Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Agree

Strongly Agree

Ques 6:- I get recognition at the right time for your efforts.
Strongly Disagree

Disagree

Neutral

48

Ques 7:- Rewards in HSF Food Pro-Tech are fair and transparent.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Ques 8:- HSF Food Pro-Tech Pvt. Ltd. provides ample opportunities for career growth for
employees.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Ques 9:- Fun at work activities in HSF Food Pro-Tech Pvt. Ltd. meets expectations.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Ques 10:- Feedback is taken for any training, workshop or any other session.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Agree

Strongly Agree

Ques 11:- People in this organization are helpful.

Strongly Disagree

Disagree

Neutral

Ques 12:- Employees are encouraged to take initiative and do things on their own without
having to wait for instructions from supervisors.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Ques 13:- There is a genuine sharing of information, feelings, and thoughts in meetings.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

49

Ques 14:- HSF Food Pro-Tech Pvt. Ltd. provides a safe and secure working environment.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

Ques 15:- HSF Food Pro-Tech Pvt. Ltd. provides a flexible working environment.
Strongly Disagree

Disagree

Neutral

Agree

Strongly Agree

50