Automated Recruitment System for ACC Limited

Submitted to,
Mr. Francis Castelino

Submitted By:
Sikha Agarwalla U109044
Sunny Khatwani U109047
Kaushik Mohapatra U109071
Anand Bardhan U109105
Pranab Das U109152

(PGDM CLASS OF 2009-2011)

Human Resource Information Systems

Xavier Institute of Management, Bhubaneswar

Table of Contents

About the Organization...............................................................................................................................3

HR Department in ACC................................................................................................................................4
Recruitment at ACC...................................................................................................................................12
Employee Requirement.........................................................................................................................12
Sourcing.................................................................................................................................................12
Consultants............................................................................................................................................12
Advertisements.....................................................................................................................................13
Campus..................................................................................................................................................13
Company Website.................................................................................................................................13
Job Portals.............................................................................................................................................13
Internal Job Postings (IJP)......................................................................................................................13
Screening...............................................................................................................................................13
Selection................................................................................................................................................14
Job Offer................................................................................................................................................14
Cost of Recruitment...................................................................................................................................14
Traditional Methods & Online recruitment...............................................................................................15
Pros of Traditional Methods of Recruitment:........................................................................................15
Cons of Traditional Methods of Recruitment:.......................................................................................16
Pros of Online Recruitment...................................................................................................................17
Cons of Online Recruitment..................................................................................................................17
Context Diagram........................................................................................................................................20
Data Flow Diagram Level 1........................................................................................................................21
Entity Relationship Diagram......................................................................................................................22

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About the Organization

ACC Limited is India’s foremost manufacturer of cement and ready mix concrete with a
countrywide network of factories and marketing offices. Established in 1936, ACC has been a
pioneer and trend-setter in cement and concrete technology. ACC’s brand name is synonymous
with cement and enjoys a high level of equity in the Indian market. It is the only cement
company that figures in the list of Consumer SuperBrands of India. Among the first companies
in India to include commitment to environment protection as a corporate objective, ACC has
won several prizes and accolades for environment friendly measures taken at its plants and
mines. The company has also been felicitated for its acts of good corporate citizenship.

ACC's operations are spread throughout the country with 16 modern cement factories, more than
40 Ready mix concrete plants, 20 sales offices, and several zonal offices. It has a workforce of
about 9,000 persons and a countrywide distribution network of over 9,000 dealers.

ACC has a unique track record of innovative research, product development and specialized
consultancy services. The company's various manufacturing units are backed by a central
technology support services centre - the only one of its kind in the Indian cement industry.

ACC has rich experience in mining, being the largest user of limestone. As the largest cement
producer in India, it is one of the biggest customers of the domestic coal industry, of Indian
Railways, and a considerable user of the country’s road transport network services for inward
and outward movement of materials and products.

Among the first companies in India to include commitment to environmental protection as one of
its corporate objectives, the company installed sophisticated pollution control equipment as far
back as 1966, long before pollution control laws came into existence. Today each of its cement
plants has state-of-the art pollution control equipment and devices.

ACC plants, mines and townships visibly demonstrate successful endeavours in quarry
rehabilitation, water management techniques and ‘greening’ activities. The company actively

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promotes the use of alternative fuels and raw materials and offers total solutions for waste
management including testing, suggestions for reuse, recycling and co-processing.

ACC has taken purposeful steps in knowledge building. We run two institutes that offer
professional technical courses for engineering graduates and diploma holders which are relevant
to manufacturing sectors such as cement. The main beneficiaries are youth from remote and
backward areas of the country.

ACC has made significant contributions to the nation building process by way of quality
products, services and sharing expertise. Its commitment to sustainable development, its high
ethical standards in business dealings and its on-going efforts in community welfare programmes
have won it acclaim as a responsible corporate citizen. ACC’s brand name is synonymous with
cement and enjoys a high level of equity in the Indian market. It is the only cement company that
figures in the list of Consumer SuperBrands of India.

HR Department in ACC

Directors of ACC Cements go on to say:

“The true index to a Company's greatness is not only its turnover, not only its quantum
of profits, but its human resource - The Ultimate Resource… backed by a loyal and
dedicated workforce - our Company has proved itself an expert in the management of
change. Its success will be judged not merely by the market value of its shares, but by
the pride of place the Company occupies in the hearts and minds of the people it seeks
to serve.”

ACC has a large workforce of about 9,000 people, comprising experts in various disciplines
assisted by a dedicated workforce of skilled persons. ACC employees, referred to as the ACC
Parivar, come from all parts of the country and belonging to a variety of ethnic, cultural and
religious backgrounds. ACC employees display a strong sense of loyalty to the Company and
their special stellar qualities as ‘value-adding’ human capital are well known in the industry.

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ACC has clearly stated guidelines concerning recruitment, termination, career advancement,
performance appraisal, professional and employee ethics and code of conduct. The Company’s
personnel policies and processes enshrine equal opportunities to all and non-discrimination with
regard to gender, caste, creed, ideology or other opinion, whether social, political or religious.
Also ensured is a due process for employee consultation and participation in organizational
development and policy formulation.

Recruitment in ACC is a very fair and transparent process with adequate opportunities to look
for suitable candidates internally as well as from outside. Applicants are generally invited on the
basis of specific advertisements in newspapers and websites. A Committee of officers called the
Central Recruitment Committee handles the entire recruitment process comprising screening of
applications, preliminary short-listing, interviews and final selection. Every attempt is made to
make the selection process as objective as possible by incorporating tests of competence. In
some cases, outside consultants are retained. All decisions of the recruitment committee are
recorded in respect of each candidate. Candidates are informed of their short-listing and selection
immediately after the interview or at the earliest thereafter.

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Organization structure at ACC Cements

The HR at ACC took the following points as base to work towards Organization
goals:

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 Achieve
balanced
results

Nurture
Succeding
Creativity
through
and
people
innovation
HR
Vision

Take
responsibilty
Adding value
for a
to customers
sustainable
future

HR at ACC
ACC has a huge workforce of around 9,000 people, comprising of experts and
skilled persons. ACC believes in employee diversity. ACC employees are very loyal to
the company and the company has a conducive work environment that fosters
transparency, improves agility, and meritocracy. Employee safety is very important for
ACC. Employees at ACC have a personal objective to ensure a safe working
environment for all. The Company recognizes that a motivated, responsive and
accountable human resource team is critical in enabling it to fulfill its long term agenda
for growth and competitiveness. A clearly defined HR strategy endeavors to ensure that
the right people are in the right place doing the right jobs in the right way – through a
well devised performance management system, through carefully planned training and
career development programmes and through need-based recruitment.

ACC motivates employees by improving quality of life, linking performance with

pay, and a 360 degree feedback system. They also have an open internal communication
on intranet “Accelerate” to address issues informally as well as coach and mentor. ACC
major focus has been on safety of the employees. The company also has clear stated
guidelines concerning other important functions such as recruitment, termination and
career advancement and the employees are consulted in policy formulation. The

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company has included Stock options (ESOPS) for its employees for participation
management and gives them a sense of ownership through this approach.

Trainees Undergoing Course at ACC plant location (ITI) in 2009

Male Female
Total
Vijayraghavgarh, 97 9 106
Kymore
Bundi, Lakheri 35 3 38
Parpodi, Jamul 42 10 52
Bilaspur, Gagal 257 116 373
Chaibasa 534 0 534
Wadi 38 0 38
1003 138 1141

Employees at ACC in 2009

Top Senior Middle & below Others
Total
Male 34 157 3080 5431 8702
Female 0 3 154 57 214
34 160 3234 5488 8916

Employees leaving ACC in 2009

Male Female Total

All 17 304 321
Regions

Detailed HR Function

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Recruitment
 Recruitment strategy has been mainly that of build with little buy.
 For the purpose of recruitment, a group called the Central Recruitment
Committee has been appointed for dedicated working hours where in they look
into the process of locating talent pool and acquiring them.

Building Talent
 ACC has built a training facility plus residential campus called the “ACC
Cement Technology Institute” at its plant location in Chhattisgarh. The institute
has a 12 months advanced course in Cement Technology. The students
completing this course successfully would be absorbed by ACC as frontline
managers. This approach by ACC is to build its technical talent pipeline
effectively by coupling academic knowledge with practical training in the field
of operations and maintenance of plants.
 ACC’s Sumant Moolgaonkar Technical Institute (SMTI) at Kymore, Madhya
Pradesh conducts an 18 month vocational training course for technical jobs like
“fitter”. Annually about 100 students join the course who are in turn absorbed as
Technicians in any cement company which includes ACC. Same facility is being
utilized for skill up-gradation of existing technicians at ACC Plants through short
term skill development programmes.

Job Evaluation
 ACC introduced the Hay Job Evaluation System for all levels of management.

Performance Management
 Provides ample opportunities and motivational incentives to employees so as to
reward and retain good talent within the Company.
 ACC has a Performance Management System that aligns all its employees around
six corporate objectives covering Safety, EBIDTA, Market Share,

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 Competitiveness, Organization and Corporate Citizenship. It also has a 360
degree feedback appraisal system and uses MBO method for setting targets.
 Performance Management System incorporates a process called Competency
Assessment and Training and Developmental needs wherein appraisers are
specifically called upon to identify and assess training needs of employees at
specific intervals that do not coincide with Performance Appraisals.
 Incentives include Performance linked Incentives, Good Work Awards, Letters
of Appreciation, Special Increments, promotions, Nomination to external
training programmes in India and abroad, public felicitation and appreciation,
Best Employee and Employee of the Month Awards and recognition.
 Competent employees are invited to become Trainers and train others about their
best practices.

Training and Development

 Training needs are assessed objectively.
 Training is targeted at individual’s career development as well as functional and
skill enhancement.
 Competency and Development training include specific skill training as well as
general performance enhancement, communication skills and Career
development.
 Functional training needs identification id done by functional departments while
competency and developmental inputs are given by the corporate HR.
 State-of-the-art training facility “ACC Academy” which has an auditorium,
classrooms and break-out rooms which can accommodate 100 participants to
undergo training programmes simultaneously.
 The Company has framed an HR policy to ensure achievement of a target of at
least five man days of training per employee per year.

Employee welfare

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  Welfare schemes like education, healthcare, retirement benefits, loans and
financial assistance and recreation facilities.
 Subsidized fees at schools in township for ACC employees’ wards.
 Scholarship allowances for children studying away from home, merit
scholarships for outstanding performance and financial assistance like interest
free loans for employees’ children who wants to pursue higher education.
 Reimbursement for medical treatment as well as special sanctions for serious
illness.
 Well-equipped health care centers with qualified medical staff and facilities,
ambulance, referrals and tie-ups with reputed hospitals for specialized treatment.
 Special schemes that provide for supply of cement at subsidized rates for
employees building their own houses.

Employee Satisfaction
 Periodic internal Employee Satisfaction Surveys
 Employee Satisfaction and Work Places Surveys conducted by reputed external
agencies and organizations like Hewitt Associates.

Results of the Satisfaction Surveys are following:

 People are treated fairly regardless of diversity in religion and gender
 ACC has very safe work environment
 Employees feel good about company’s commitment to society
 Proud to be associated with ACC
 Management has a positive outlook and is competent

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Recruitment at ACC

Employee Requirement
Employee Requirement
Vacancy Creation Job Descriptions

Sourcing
Sourcing
Consultants Campus Company Website Job Portals IJP

Screening
Screening
Online Screening Manual Screening

Selection
Selection
Online Test HR Interview Technical Interview

Job
Job Offer
Offer
Designation Compensation

Employee Requirement
The recruitment process starts with the generation of a vacancy order. This basically states the
position and role against which the employee needs to be recruited. The information is then
validated by way of a Job Description which forms an input for the sourcing team.

Sourcing
Sourcing involves 1) advertising, a common part of the recruiting process, often encompassing
multiple media, such as the Internet, general newspapers, job ad newspapers, professional
publications, window advertisements, job centers, and campus graduate recruitment programs;
and 2) recruiting research, which is the proactive identification of relevant talent who may not
respond to job postings and other recruitment advertising methods done in #1. This initial
research for so-called passive prospects, also called name-generation, results in a list of prospects
who can then be contacted to solicit interest, obtain a resume/CV, and be screened.

Consultants
A lot of hiring is done through consultants who are paid a fixed amount per candidates plus a
retainer on the basis of a contract drawn between the company and the consultants once a year.

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For cost considerations, recruitment from consultants is kept at a minimum and more emphasis is
given on other sources of hiring.

Advertisements
Sourcing through advertisements refers to placing job requirements on different media like print,
television, radio etc to advertise a position and ask for applications.

Campus
Sourcing through campus refers to designated campus programs that organizations run wherein
they hire from given campuses. Depending upon the nature of requirement and industry, the
emphasis on campus hiring may vary.

Company Website
This refers to direct applicants who have sent their resume to the careers link on the website on
the basis if certain jobs posted online or otherwise.

Job Portals
Job Portals like Naukri.com, Monster, Jobsahead etc are the most common tool used for
recruitment. These are used by the recruitment team to source profiles and also advertise their
job openings on the internet inviting applications.

Internal Job Postings (IJP)

Internal Job Posting refers to making the opportunity available to the employees of the
organization. The typical process followed is that when an opportunity comes up, the HR team
posts it on the company intranet inviting applications. The application criteria is also mentioned
in the post – for instance, required grade, last performance rating, designation etc. the post will
also give details about the expected remuneration, location and job responsibilities. Employees
are requested to apply subject to their reporting manager’s approval. Unlike other modes of
recruitment, selecting candidates through Internal Job Posting is handled by the Employment
Relations team. However hiring a backfill for the candidate selected is done by the Recruitment
Team.

Screening
Screening of applicants is the first step of a recruitment process. It consists of inspecting the
applications received for the job and screening them for certain basic criteria. This criteria can be

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required educational qualification, age, location etc. The criteria will change depending on the
company requirements. Only those applications found eligible after initial screening can proceed
to Selection.

The purpose of screening is to remove at an early stage those applicants who are visibly
unqualified for the job. Effective screening can save a great deal of time and money that would
otherwise be spent by the company if the candidate moves on to the next step. Similarly chances
of Type II error also exist – of rejecting candidates that are otherwise found to be good. This may
be an outcome of too narrowly defined criteria.

Selection
Suitability for a job is typically assessed by looking for skills, e.g. communication, typing, and
computer skills. Qualifications may be shown through résumés, job applications, interviews,
educational or professional experience, the testimony of references, or in-house testing, such as
for software knowledge, typing skills, numeracy, and literacy, through psychological tests
or employment testing.
The screened candidates are called for the interview and go through the interview process of test,
HR interview and technical interview. The types of selection procedure may vary depending
upon the position to be recruited for. The selected candidates at this stage move onto the offer
letter stage and the rejected candidates details are updated.

Job Offer
Once the candidate is selected his offer letter is generated on the basis of parameters like last
salary, last designation, current designation, market worth, etc and offer letter is generated and
given. The offer letter also contains details about his joining, grade, designation etc other than his
cost to company details.

Cost of Recruitment
Recruitment cost generally refers to all the costs are incurred to ensure that a company has all the
manpower and that that it requires. The costs generally incurred are

 Salaries for recruiters

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  Management and professional time spent on preparing job description, job
specification, advertisements, agency liaison, and so forth
 The cost of advertisement and other recruitment methods like agency fees
 Cost of producing supporting literature
 Recruitment overheads and administrative expenses
 Cost of overtime and outsourcing while the vacancies are remain unfilled
 Cost of recruiting unsuitable candidates for selection process

Other than that the preventable costs are costs related to:
 Lack of poor planning
 Lack of resources
 Lack of well structured system
 Lack of skilled interviewers etc.

Traditional Methods & Online recruitment

Pros of Traditional Methods of Recruitment:

The traditional methods of recruitment have various advantages and too many organizations
follow this process. In this method, human elements - judgments and skills are used to approach
passive as well as active job-hunters. The conventional recruiters have better project-
management skills and are able to manage most aspects of the recruiting process like screening;
reference-checking, negotiating win-win packages and start dates well. The recruiters are able to
identify niche candidates of a particular seniority or location.

Traditional recruitment is also striking for those clients who have tried and failed using online
recruiting. These clients receive a small number of carefully screened resumes of candidates with
competencies matching their corporate culture. There is a focus on placements that stay long-
term by building long-term client relationships. There is also a stress on discretion, so resumes
are closely protected and presented only to clients in which a prospective candidate has

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expressed an interest. Traditional recruiters are well established- usually stable with massive
recruiting experience, a good track record and a superior reputation. Estimates say that it costs
only about one-twentieth as much to hire that same person through wants ads and other
traditional means.

Cons of Traditional Methods of Recruitment:

Traditional methods are gradually getting obsolete, mostly in terms of speed and competition.
New softwares and techniques have been tested and are ready for the purpose of online
recruiting. It is difficult for traditional modes to match the efficiency of online recruiters in
candidate resume sorting. Many potential candidates are not looking for another position, and
may even turn down a job offer from another company if they’re not really motivated to leave in
the first place. In such cases it becomes very difficult to sort potential candidates by traditional
methods.

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Pros of Online Recruitment

As already discussed, online recruiting ensures better speed and efficiency of candidate resume
sorting as compared to traditional methods. It is creating a larger candidate pool because it is
ensures easy access and high profile positioning which is attracting more responses than
traditional newspaper advertising and that too at a lower cost. Thus, online recruitment is usually
seen as a faster and cheaper method than traditional executive search. It gives responses in a few
days rather than a few weeks.

Recruitment Automation provides reliability and precision by reorganizing and refining the life
cycle of recruitment. This confirms that the business objectives are associated with the right
resources to achieve a competitive edge. Automation of recruitment process makes the tiresome
task of hiring easy for recruiters.

Cons of Online Recruitment

There is a lack of the human element, which the clients need to provide themselves. All
computers search for key words only and thus there is an apprehension that resumes may not be
matched to the most appropriate jobs leading to opportunities being missed by deserving
candidates and wastage of time of the recruiters.

Online recruitment takes into account just one aspect of the recruiting i.e. identifying the
candidate. Screening tools are useful only if the raw materials (good candidates) are present from
the beginning. Niche candidates are not identified as efficiently as in traditional recruiting.
Clients often criticize that they receive too many inappropriate resumes.

Executing an efficient recruitment website requires a considerable amount of integration with the
different HR processes. However organizational barriers prevent the creation of an integrated HR
system. For example, in many organizations job descriptions are handled by a different HR
group that has no connection to recruiting.

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Proposed System

Line
Manager

Company Recruitment
Website Department
Recruitment
System

Campus
Consultants
Recruitment

We propose the above system for streamlining of the recruitment system in ACC. The main
entities of the proposed system are

 Line managers: Provides the job description of the vacancy.

 Company Website: Candidates can directly apply for any vacancy in the company.
 Campus Recruitment: Offline recruitment in traditional way.
 Consultants: Third party intermediaries between candidates and company.
 Recruitment Department: Perform the main task of recruiting candidates by carrying out
interviews and other required processes.

The important tasks which will be carried by the automated system will be

 Processing of vacancy data

 Gather candidate details from various sources such as website, consultants etc.
 Matching the profiles of candidates with job requirements
 Interacting with Recruitment department

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  Short listing and interview process scheduling
 Reporting the final results to candidates and generate offer letters.
Contents of the proposed system: An exploded view

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Context Diagram

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Data Flow Diagram Level 1

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Entity Relationship Diagram

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References

http://www.acclimited.com/newsite/index.asp

http://recruitment.naukrihub.com/recruitment-process.html

http://en.wikipedia.org/wiki/Recruitment

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