Professional Documents
Culture Documents
MALAD(W)
MUMBAI
A
PROJECT REPORT
ON
DECLARATION
I hereby declare that this project "Process of HR " at
Keystone is purely and sincerely completed by me
presented to the Atharva School of Business, in partial
fulfillment of the requirement for the degree PGDM.
Date:
Khyati Oza
Place:
PGDM - II
ACKNOWLEDGEMENT
Achievement is finding out what you would be
doing rather than what you have to do . It is not
until you undertake such a project that you
realize how much effort and hard work it really
is , what are your capabilities and how well you
can present yourself or other things. It tells us
how we rely on the efforts and goodwill of others .
It gives me immense pleasure to present this
report towards the fulfillment of my project .
It has been rightly said that we are built on
the shoulder of others . For everything I have
achieved , the credit goes to all those who had
helped me to complete this project successfully .
Executive Summary
The process of HR helps to know the flow of hr in the
organization . It helps the employees to understand
the philosophy & work culture prevalent in the
company . It also highlights the expectation of
the company expect from its employees.
The project gives a brief idea about the steps
involved in the recruitment & selection within the
organization. As Rustomjee is the first real estate to
have an I.S.O certificate, the project highlights the
various documents required as per the
I.S.O certification.
INDEX
Sr.No
1
Topic
Introduction
PageNo
7
Process of
Recritment and
selection
Process Of
Training
Process for
preformance
management
system
Induction
Manual
14
3
4
5
6
Documentation
management
25
33
43
52
Bibliography
54
Introduction
measurement and assurance system in place , the company does keep a tab
on efficacy of the various people initiatives , and its impact on the Corporate
Culture .
Corporate Culture
They understand culture as the way they do, what they do . Of course
, whatever they do is governed by values and their stakeholders belief in them .
At regular intervals they appreciate / reward and recognize staff contribution ,
thus reinforce values . The HR practices that they have put in place lays strong
emphasis on infusion of the right values ; and in order to facilitate the
implementation process they often combine HR programmes with celebrations .
This culture help them balance people and task orientation .
Their work culture is people orientation . Their work culture and focused on
performance . Mistakes are tolerated . Dishonesty , of any kind is immediately
punished. Performance is demanded . Opportunities , aplenty are offered to non
performers , so they eventually improve . The focus is on promoting discipline .
They believe In reinforcing values rather than enforcing them.
Attrition Problems
8
The brand value and reputation the company presently enjoys at the
market place helps attract the best talent . Their people oriented HR policies
ensure that they not only retain the best , but also provide them with adequate
opportunities to grow with the company . On a day - to - day basis ,it is their
culture of tackling even the most critical business issues by putting people first
that differentiates them from the rest . At Rustomjee , they work together as one
big
family , and it is the people - to - people interaction that helps mitigate risks and
capitalise on opportunities . As responsible members of the family, each
individual is accountable to the family .
Vision 2012
They strongly believe that people should have a larger purpose in mind ,
and it should purpose in mind , and it should motivate them to give their best .
The larger purpose (Goals) should be clearly defined , and everyone in the
company should strive to achieve it. Having a clear Corporate Vision helps
the company evolve its own business strategies and strategic objectives .
This invariably leads to Goal Setting , which in turn facilitate the process
of ensuring commitment from people . This is the reason why they organize
several programmes to familiarise their employees with their vision 2012.
Projects
Projects Under Construction
Rustomjee Ozone Tower 1 Tower 6 Goregaon (West)
Rustomjee La sonrisa Matunga (East)
Rustomjee 7 JVPD Juhu
Rustomjee Natraj
Rustomjee La Roche
Rustomjee Elanza
Rustomjee Aspiree
Rustomjee Astrea
Rustomjee Athena
Rustomjee Sterling (Sangam) Santacruz (W)
Rustomjee Eaze Zone Goregaon (W)
Up coming Projects
10
Rustomjee La Fontaine
Suhera
Rustomjee Elita (Upper Juhu)
Khar (W)
Rustomjee Everard Retail
11
Achievements
1). The Estate Agents Association of India Awarded for best Customer
Relationship at property 2002 Housing & Real Estate Exhibition.
2). The Association of Real Estate Agents presented the Award
14th September 2002 to keystone Realtors Pvt. Ltd. For creating
Great Opportunity in Business, Positive Interaction & valuable
contribution for the betterment of the Association on
5th Annual function.
3). Mancherji Edalaji Joshi Memorial Trust presented Outstanding
contribution award to Boman R Irani in 2006.
4). Keystone was one of the First Indian Real Estate Development
Company to get ISO 9001 : 2000 Certificate in August 2001.
5). The Most Customer Friendly Developer Awarded at the MCHI
Exhibition .
6). MCHI Excellence in design Oct- 2006
7). Accommodation Times
The Best Young Achiever Award March 2007
8). ACE 2007 (The Economic Times )
The Leaders of Indian Infrastructure & Construction.
12
Directors
Mr .Boman R. Irani who is the chairman and Managing Director.
Mr. Irani is an engineer with exposure to international trade , a
first generation developer , an entrepreneur and a team leader .
He is a visionary and a thinker nad the driving force behind
the Keystone team.
He is assisted by Chandresh D. Mehta (Director) who is an engineer from
Indian Institute of Technology and an MBA from Xaviers
Institute of Management (Bhuvaneshwar) Specializing in Finance
and Marketing putting together the building blocks which build
the company . Mr. Mehta has an extensive understanding and in
depth knowledge in the construction field .
13
Purpose
To ensure that the need for recruiting people is identified,
recruitment of personnel is done based on the competency
requirement and the skills required for the job.
Scope
Applicable to all the activities related to the recruitment of
competent people at all levels at Keystone Realty Pvt Ltd.
Responsibility
The Overall responsibility for establishing , documenting ,
14
Process Steps
Need For Recruitment
The need for recruitment arises based on many reasons :
When an employee leaves the organisation
When there is a new project expected to be launched
Expansion plans of the Management
Business plans every year
Manpower plan is prepared based on the Business plan every
financial year. Department heads will submit their manpower
requirements to GM HR who will compile the data and prepare the list .
This list is then approved by the Director / Managing Director .
Chief Engineers and Department Heads will co-ordinate the same
Based on the need to recruit a new employee, the concerned
departmental head/his assignee fills in the
Manpower requisition form . A Director duly approves
the Manpower Requisition form before it is forwaded to HR
department for further action.
Manpower requisition form has the details like:
Educational Qualification required
Professional Qualification required
Skill set required and desired
Experience required
Salary range
Key Objectives of the job
Deliverables in one year
Planning
15
Employee referrals
Databank
Newspaper Advertisements
Website listing
Surfing the resumes from the Job portals
Consultants
The Job specifications (as per the manpower requisition form) are
communicated to the recruitment agency .
Based on the requirements, the recruitment agency
recommends / suggest suitable candidate.
In case an advertisement is to be placed the date of Ad release /
colour /location is decided and agreed.
The advertising agency sends the proof for approval and
once approved the Ad is released. The media in which the Ad will be
released is finalized like: Newspaper, Business Magazines
or any other publications.
In case of recruitment through job portals the resumes are
short listed with the help of the key words available on the portal .
The selection of these job sites is on the basis of the kind of position ,
level , and other functional requirements.
Short listing and Screening
16
Appointment / Rejection
Candidates selected in the final round of interviews are requested to fill in the
Keystone Personnel Form.
Compensation to be offered to the candidate is decided on the basis of
Market trend
Internal comparisons
Candidates existing Compensation
Experience
Educational / Professional Qualifications
Keystone pay scale for the respective profile
Criticality
18
Joining Process
Once the candidate accepts the offer, the date of joining is
recorded and the letter of offer contains this information.
Before the candidate joins the GM HR will ensure that
following are in place :
Workstation
Computer / Laptop
Activation of Email ID
Extension Number
All of these are in accordance with the level and responsibility
and in accordance with the organization rules.
The candidate is informed about the reporting times and the working hours.
The Candidate is given an Appointment Letter on the day he joins.
The candidate is also informed about the documents / details He /
She is supposed to furnish as he joins the Organisation.
These documents are :
Induction Training
On the day of joining a new recruit is given an overview about
the company profile and his / her job. HR department arranges
formal induction programmes only after sufficient number of
newly recruited employees are available to attend induction
training . The purpose of the induction program is to ensure that:
Person becomes comfortable with the organisations
working culture
New recruits are provided with the requisite information
and tools to carry out the assigned tasks.
Keystone values are inculcated
Know the colleagues / peers
HR executive will handover the following documents to the new recruits :
Keystone
Personnel
Form
HRD/F/11 Reference
Check Form
HRD
HRD/F/12 Appointment
Letter
HRD
HRD/I/1
HRD
HRD/F/10
Interview
Instuctions
HRD
Retention Period
Till the position
is filled
Till the employee is
is with the
organisation
Till the employee is
is with the
organisation
Till the employee is
is with the
organisation
Till the employee is
is with the
organisation
Till the employee is
is with the
organisation
Interview
The interview process should help the company make a judgement
on the candidates suitability for the role. Educational qualifications,
Experience profile, Special achievements on the job, Extracurricular /
Societal involvement and Value fit ( Keystone values) are the primary
areas to be focused on.
Interview Panel
The HOD / Hiring Manager would coordinate / conduct the
interviews for the short listed candidates in accordance with the chart
given below.
Level Position
First Round
21
3. Right Person:
a) Essential Attributes /Skills Required:
22
Factors
Appearance
Education
Experience
Weightage Points
23
4
5
Job Knowledge
Application of
knowledge
Communication
s skills
Problem Solving
techniques
Initiative
Attitude
6
7
8
9
Date
Mr./Ms.
Dear Mr.
Offer Letter
Offer Letter
With reference to your application and our
subsequent discussions ,we are pleased to
offer you a position to offer you a position of
Your job responsibilities will be as discussed
and mutually agreed upon.We would like you
to join on or before
preferably earlier.
Please sign and return a copy of this letter as a
token of your acceptance of the same.
24
26
External : Training
Training Programmes are organised where the training
needs are to be met externally.
A letter is sent to the training institution informing them
the details of the participating employee
Communication confirming the arrangements is received
from the Institution. Participant and the HOD are communicated
about the training via mail or through letter.
Internal Training
Induction
All new employees joining the Organisation are given
Induction Training. An Induction Manual is issued
to the employee for reference.
Training date, time and place are fixed once there are twenty
new employees. Training team consists of HR Executive ,
GM HR , Director and the departmental heads.
The employees are informed about the Induction Training.
The Head of the department and the HR brief him about the
background of the company.
The employees are informed of the expectations from the company.
Verbal explanations are supplemented by a wide variety of printed
materials, project brochures, employee manuals etc. along with a
short guided tour around the project.
The participants are issued a Induction Checklist immediately
after the training is over, which is filled up by them and sent to the
HR Department.
If required on the job training is imparted to employees.
27
Record Title
Training
Needs Form
Induction
File Name /
No
Training File
Employee
MaintainedRetention
By
Period
Executive Till Final
HRD
settlement
Executive Minimum
28
HRD/F/03
HRD/F/04
HRD/F/06
Checklist
File
HRD
1 year
Training
Employee
Executive Till Final
History Card
File
HRD
settlement
Training
Training File Executive Till Final
Feedback
HRD
settlement
Form
Performance Performance Executive Till Final
Appraisal Form Appraisal File HRD
settlement
For Executives & Employee
& Below
File
Date:
Justification
29
HOD
HRD
DIRECTOR
2.Desgination
3.Qualification
4.Experience on Present Job:
Sr.no
Training
center
Plan Faculty
date Institution
Actual
date
Training
assessment
Sign
&
Date
30
Coverage of
subjects in the
presentations
Keeping the
session alive and
interesting
Your own
understanding of
the concepts
Managing Time
31
Faculty
Effectiveness
10
11
12
32
4.3
Purpose :
a) Enable an Appraisee & Appraiser to review Appraises
performance against set KRAs at the beginning of a
financial year.
b) Assess an appraisee on Keystones Competencies
c). To set KRAs for the next financial year
d). Discuss significant achievements beyond KRA s in the
performance year
e) Provide feedback & counseling to appraise.
Scope :
Applicable to all the employees at Keystone.
Responsibility And Authority:
33
35
Developmental Plans
Section 6 : Target Setting for the current Performance year
Section 7 : Time Lines
Section 1 : Rating on the KRAs for the Performance Year
The Appraisee lists down KRAs and their respective Weightages
The Weightages should total 100
As the KRAs were not set in the company for the Performance
Year each Appraisee will indicate the KRAs as it ought to
have been set in the beginning of the Performance Year or at
the time they joined and the expected outcomes.
As against the Promised Target , actual target achieved also
needs to be mentioned.
The Appraisee needs to describe his / her actual performance &
discuss the same with his / her appraiser
The appraisee gives a rating against each goal as per the
rating scale provided below.
The Appraiser discusses the rating with the appraisee and
indicates his own or a consensus rating.
In case of any dis- satisfaction / inability to arrive at a score ,
the inputs of the reviewer may be sought by the appraisee
or appraiser
In such a case the reviewers rating will determine the Performance
Score
37
38
39
Employee No.
Appraisal Period
Location :
Level :
Branch :
Department :
Total Score
No
1
2
3
ITEMS
Parameters
Weightage
Score Received
A
Performance
70 %
B
Competencies
30%
40
ASSESSMENT ON PERFORMANCE
KRAs Objectives
Weightage
Target Target
(Min 4
AssignedPromisedAchieved
Max8)
(If Any)
Rating on KRAs
Self Appraiser
Reviewer
41
ASSESSMENT ON COMPETENCIES
Sr. No Competencies
1
Achievement Orientation
2
Credibility
Self Direction
Commitment to Learning
Rating
42
Induction Manual
Induction Program
Responsibility has been allocated to the department head / site in
charge for inducting the new employees in the company .
The Salient points of the induction Program are given below .
Introductions of the company to the new corner .
(Including Company history , Organisation chart and
companys Quality policy etc.)
Job information i.e Duties and responsibilities ; on the job training , etc .
Various information viz.working hours , leaves , Rules , conveyance and other
benefits .
Introduction to colleagues and superiors in the dept / site .
43
Induction checklist will be filled up by the site in- charge and will return
to the HR Dept .
Quality Policy Of Company
They at Keystone commit to build Residential / Commercial
building to fulfill customers expectations and continually
improve on the same to enhance customer satisfaction by :
Adopting latest trends in construction materials and techniques
Build trust by completing projects and delivering product on
time
Attending customer complaints immediately and reducing
them in upcoming projects .
Building people capabilities to address customer requirements
, current & future .
They provide learning opportunities to employees to enhance their
knowledge relating to latest trends & build their capabilities on a
continuous basis .
They committed to comply with the requirements of the quality
management system and continually improve its effectiveness
through management review and quality audits at regular intervals .
Objectives
Keeping abreast with the latest trends in construction materials
and techniques and using them in upcoming projects.
Timely completion of projects as per the dates promised to
customers (maximum deviation by one month )
Provide learning & development opportunities which include
imparting of Training Calendar , on the job learning , stretched
targets and knowledge / experience sharing initiatives .
Indicators to be reviewed & improved continuously are :Training programs conducted as per the Training calendar ,
its evaluation , on the job learning as reflected in the ratings ,
stretched targets as per the goal sheets and usage of knowledge portal
Attending customer complaints within 3 working days and redressal
depending on the nature of the complaint in consent with customers .
44
Overview Of I.S.O.9001-2000
To ensure that quality records identified , collected , indexed ,
filed and stored in a derived manner to provide evidence of
achieved quality and to demonstrate the evidence of effective
operation of the quality system.
ERP
Enterprise Resource Planning (ERP) or Decision Support System
(DSS) is a computer program application that analysis business
data and presents it so that users can make business decisions
more easily . It is an informal application (in distinction to an
Operational application that collects the data in the course of
normal business operation ). Typical information that a decision
support application might gather and present would be :
Monday To Saturday :
45
Employee at HO
Weekly off
Sunday
Leave Entitlements
The leave entitlements are as follows :Eligibility :
Employees are eligible for the following types of leave .
Leaves
Type of Leave
Leave
Casual Leave
Permanent Employees
Trainees
35
-
05
05 (Entitlement after
6 months)
Sick Leave
05
05 (Entitlement after
6 months)
Privilege
15
15 (Entitlement after
6 months)
Paid Holidays
10
10
10
PRIVILEGE LEAVE(PL)
A. Privliege leave may be applied for minimum perod of 3 days
46
and the sanction for the same is to be obtained at least 2 weeks in advance.
B. PL shall not be granted more than twice a year.
C. If the employee after proceeding on leave desires an extension
he/she shall apply to H.O.D with reason.
D. Grant of leave to an employee depend on the exigencies of work.
E. Total accumulation of PL allowed upto 45 days and above 45 days
,balance PL would be encashed on Basic Salary.
F. Encashment after separation from service is applicable at rate of
Basic Salary only.
SICK LEAVE(SL)
A. In case an employee falls sick,intimation can be given through
telephone or letter ,but the application must reach the H.O.D at the earliest.
B. Medical certificate in support of leave application is to be forwarded
from a Registered medical practitioner for SL in excess of 2 days.
C. Accumulation of leave allowd upto 15 days above which the SL will lapse.
D. Encashment of SL is not allowed.
CASUAl LEAVE(CL)
A. Unavailed CL at the end of the year shall be merged with the PL,
provided the total PL to his /credit does not exceed 45 days.
B. CL requires prior sanction ,Application for the same shall be made
in advance Except in case of emergency and unforeseen circumstances.
C. CL shall not be sanctioned for more than 2 days at a time.
Encashment of CL is not allowed
Maternity Leave :
The grant of Maternity Leaves will be governed by the provision of the
Maternity Benefits Act or the E S I Act 1998 as the case may be .
ESIC Scheme
47
c) 18 months
d) 24 months
Note*
Deductions can be decided by the applicant in the loan
application , the limit of repaying the loan is maximum
24 months i.e 2 years .
Gap of one year is mandatory for the next loan application
Loan Approval process:1). H.O.D Recommendations
2). H.R. will confirm the Eligibility / Rejection
3). Final approval by Directors
4). If the loan amount is Rs .1 Lac or above , 4 % interest on
the reducing balance will be charged on the principal amount .
5). Only three Applications will be considered in one quarter
which will be on first come first basis .
6). Two employees of the company will sign the loan application
as guarantor . In case of default , loan repayment will be strictly
recovered from the guarantors monthly salary / bonus / full
and final settlement etc.
Company will not be responsible for applicants separation
and guarantors are the sole responsible persons for the
recovery of the loan .
Retiral & Separation Benefits
The intent of this policy is to create savings for the future and to provide
a feeling of security for the period of life & retirement .
Provident Funds :
All Caderised employees are covered under the companys
provident fund scheme duly approved under the provisions of the
provident fund Act 1952
Contribution :
Employees are required to contribute 12 % of the basic
49
Abhishek Kapoor
3
4
5
6
7
Suhas Sawant
Balram Sharma
Rahul Vakhariya
Rakesh Dogra
SS Chouhan
Prashant Karwe
Department
Designation
Accounts & Finance President
Accounts
& Finance
Business Development
VP Corporate CEO
Thane Project
New Projects Mumbai
VP Projects
Commercial
VP Commercial
Projects Thane
VP Thane
Projects Mumbai GM Projects
HRD & Admin
GM HR & Corporate
Administration
Planning & Architecture
GM Planning &
51
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
Architecture
Girish Panchal
Services
GM Services
Kaizad Hateria
Marketing & Sales GM Marketing &
Sales
Geeta Mondkar
Customer Support GM Customer
Support
Amee Dharmadhikari Legal
DGM Legal
Dharmesh Shah
Billing
DGM Billing
Dhimant Choksi
Purchase
DGM Purchase
M.K . Srivastava
Quality
DGM Quality
Amarendra Singh
Estimation & QuantityManager
Estimation
& Quantity
V.M . Samir
Information Systems Manager - IS
Dinesh Bangera
Stores
Sr. Store Keeper
Karan Singh
Security
Head Security
Allwyn Saldanha
Business Development
Redevelopment
Redevelopment Projects
Associates
Madhav Misra
Marketing & Sales GM Corporate
Marketing & Sales
Commercial
Jawahar Naickar
Business Development
VP Business
Development &
Projects
G R Sayed
Engineering
GM Projects
Mysore
Documentation Management
Documentation Management helps to keep an update
about transfer , promotion , termination , giving merit pay ,
sanctioning leave of employee.
What do u mean by the term Record
The term record means to keep each and every details regarding
employees. It will help us to know whether the employee is
working in the organization or he has left . It includes all the
52
personal details of an employee and even about his past job , about his
experience etc.
Essential of good record :
1. The objectives of good record for which it is maintained should
be clearly & adequately stated .
2. Its upkeep & maintenance should not be costly . It should be kept
under lock & key to ensure that it is not mislaid .
3. It should be easily identified & differentiated from another record .
4. The record of different kinds of information should be kept &
maintained in separate files .
5. It should be maintained in such manner that the information
it contains is easily accessible .
6. Some particular person should be entrusted with the responsibility
of maintaining record .
7. A procedural manual should be maintained , detailing the procedure
to be followed for maintaining & dealing with the records .
The documents which are necessary for documentation are as follows :
Medical Certificate
Birth Certificate
S.S.C / Other Certificate
Experience Letter
Proof of Last Salary Drawn
Relieving Letter
Reference Letter
Personnel Form
Salary Breakup
BASIC
XX
HRA
XX
CONVEYANCE
XX
53
MEDICAL ALLOWANCE
XX
SPECIAL ALLOWANCE
XX
GROSS
XX
P.F
XX
ESIC
XX
I.T
XX
BONUS
XX
CTC
XX
YEARLY CTC
XX
54