Professional Documents
Culture Documents
BY
Aashish Bhargava 01
Jessy Joyce 15
Pooja Rajani 25
Rohit Sethi 37
Vijay Pillai 43
Mehul Lala 51
ACKNOWLEGEMENT
We would like to thank our project guide Prof. Badami for his valuable
support and useful guidance without which we could not have completed our
project.
EXECUTIVE SUMMARY.
RECRUITMENT
Recruitment forms the first stage in the process which continues
with selection and Ceases with the placement of the candidate. It
is the next step in the procurement function, the first being the
manpower planning. Recruiting makes it possible to acquire the
number and types of people necessary to ensure the continued
operation of the organisation. Recruiting is the discovering of
potential applicants for actual or anticipated organisational
vacancies. In other words, it is a 'linking activity' bringing together
those with jobs and those seeking jobs.
As Yoder and others point out Recruitment is a process to discover
the sources of manpower to meet the requirements of the staffing
schedule and to employ effective measures for attracting that
manpower in adequate numbers to facilitate effective selection of
an efficient working force." Accordingly, the purpose of
recruitment is to locate sources of manpower to meet job
requirements and job specifications.
Recruitment has been regarded as the most important function of
personnel administration, because unless the right type of people
are hired, even the best plans, organisation charts and control
systems would not do much good. Flippo views recruitment
both as 'positive' and 'negative' activity. He says "It is a
process of searching for prospective employees and
stimulating and encouraging them to apply for jobs in an
organisation. It is often termed positive in that it
stimulates people to apply for jobs to increase the 'hiring
ratio,' i.e. the number of applicants for job. Selection, on
the other hand tends to be negative because it rejects a
RECRUITMENT POLICY
Such a policy asserts the objectives of the recruitment and
provides a framework of implementation of there recruitment
programme in the form of procedures. As Yoder and other
observe.
"Such a policy may involve a commitment to broad principles such
as filling vacancies with the best qualified individuals. It may
embrace several issues such as extent of promotion from within,
attitudes of enterprise in recruiting its old employees, handicaps,
minority groups, women employees, part-time employees, friends
and relatives of present employees. It may also involve the
organisation System be developed for implementing recruitment
programme and procedures to the employed."
Therefore, a well considered and pre-planned recruitment policy,
based on corporate goals, study of environment and the corporate
needs, may avoid hasty or ill-considered
decisions and may go a long way to man the organisation with the
right type of personnel.
A good recruitment policy must contain these elements:
(a) Organisation's objectives - both in the short-term and long-
term - must be taken into consideration as a basic parameter for
recruitment decisions and needs of the personnel - area-wise,
job-family-wise.
(b) Identification of the recruitment needs to take decisions
regarding the balance of the qualitative dimensions of the would
RECRUITMENT ORGANISATION
There is no general procedure for hiring now personnel, which is
applicable to nil business enterprises. Each enterprise has its
"tailor-made" procedure, which brings it the desired quantity and
quality of manpower at the minimum possible cost. The most
commonly adopted practice is to centralise the recruitment and
selection function in u Single office. All employment activity should
be centralised if the policies of the top management are to be
implemented consistently and efficiently. Only when personnel
requisitions go through one central source and all employment
records are kept up-to date
is there a possibility of maximum efficiency and success in hiring.
The advantages of centralising of recruitment and selection are:
(i) It reduces the administrative cost associated with selection by
consolidating all activity in a single office;
The indents are then checked against the posts allotted to the
department/branch and also against authorisation for expansion, if
already granted. Financial implications of the proposed
appointments and additional expenditure are worked out - of
course, these would be within the budgetary sanctions of the
department concerned. If the indents are found correct, the
proposed recruitments are authorised and the initial pay, the scale
and other admissible allowances are determined.
Finally, job-specifications and man-specifications are determined,
in consultation with the line managers.
SOURCES OF RECRUITMENT
Before an organisation activity begins recruiting applicants, it
should consider the most likely source of the type of employee it
needs. Some companies try to develop new sources, while most
only try to tackle the existing sources they have. These sources,
accordingly, may be termed as internal and external.
INTERNAL SOURCES
Internal sources are the most obvious sources. These
include personnel already on the pay-roll of an
organisation, I.e., its present working force. Whenever any
vacancy occurs, somebody from within the organisation is
upgraded, transferred, promoted or sometimes demoted.
This source also includes personnel who were once on the pay-roll
of the company but who plan to return or whom the company
would like to rehire, such as those on leave of absence, those who
quit voluntarily, or those on production lay-offs.
Merit:
The use of an internal source has some merits:
(I) It improves the morale of employees, for they are assured of
the fact that they would be preferred over outsiders when
vacancies occur.
(1I) The employer is in a better position to evaluate those
presently employed than outside candidates. This is because the
company maintains a record of the progress, experience and
service of its employees.
(III) It promotes loyalty among the employees , for it gives them
a sense of job security and opportunities for advancement.
(IV) As the persons in the employment of the company are fully
aware of, and well acquainted with, its policies and know its
operating procedures, they require little training, and the chances
are that they would stay longer in the employment of the
organisation than a new outsider would.
(v) They are tried people and can, therefore, be relied upon.
Demerits:
However, this system suffers from certain defects as well.
(l) It often leads to inbreeding, and discourages new blood from
entering an organisation.
(ii) There are possibilities that internal sources may "dry up", and
it may be difficult to find the requisite personnel from within an
organisation.
(iii) Since the learner does not know more than the lecturer, no
innovations worth the name can be made. Therefore, on 'jobs
which require original thinking (such as advertising, style,
designing and basic research), this practice is not followed.
(iv) As promotion is based on seniority, the danger is that really
capable hands may not be chosen. The likes and dislikes of the
management may also play an important role in the selection of
personnel.This source is used by many organizations; but a
surprisingly large number ignore this source, especially for middle
management jobs. In other word, this source is the lode that is
rarely mined. It is not only reasonable but wise to use this source,
if the Vacancies to be filled are within the capacity of the present
employees; if adequate employee records have been maintained,
and if opportunities are provided in advance for them to prepare
themselves for promotion from "blue-collar" to "White-collar” jobs.
EXTERNAL SOURCES
These sources lie outside the organisation. They usually include:
(i) New entrants to the labour force, i.e., young, mostly
inexperienced potential employees - the college students;
(ii) The unemployed - with a wide range of skills and abilities;
Merits:
1) External sources provide the requisite type of personnel for an
organisation, having skill training and education up to the required
standard.
2) Since persons are recruited from a large market, the best
selection can be made without any distinctions of caste, sex or
colour.
3) In the long run, this source proves economical because
potential employees do not need extra training for their jobs.
Demerits:
However, this system suffers from what is called "brain drain,"
especially when experienced persons are raided or hunted by
sister concerns.
INTRODUCTION
Acquiring and retaining high quality talent is the key to any
organisation's success. For the recruitment strategy to be aligned
with the overall vision of an organisation and transcend into the
workplace it is critical that it emerges from the business plans and
objectives.
OBJECTIVES OF RECRUITMENT
INITIATION OF RECRUITMENT
Manpower Budget
The organization's business plans. for the fiscal year originate
from the long-term business objectives of the Circle! Corporate.
Each function defines its manpower requirement based on the
strategic objectives set down for achieving the annual business
objectives. This exercise is undertaken at the beginning of the
fiscal year.
HIRING PLAN
Following this, the hiring plan for each quarter is charted out
(Annexure 1). This plan lays down the number of employees to be
hired on a monthly basis at each level, location and function. The
manpower budget is reviewed in the second half of the year.
There is no carry forward of budgeted manpower from H1 (first
half of fiscal year) to H2 (second half of fiscal year) budget. Thus,
there may be a change in the manpower needs projected initially,
depending on changes in business plans during the course of the
year.
Drivers of recruitment
In addition to the budgeted requirement for manpower, there may
be some other drivers of recruitment arising from changes
occurring externally in the environment or internally in the
business objectives.
Reorganization
Business restructuring or expansion arising from merger,
acquisition or expansion can stimulate a need for recruitment. A
change in the mode or timing of execution of business plans may
result in creation of vacancies that cannot be filled through
redeployment of existing manpower. In such cases, hiring activity
commences after formal approval from the concerned function
head and! or Circle COO and JDs for these new roles are created.
Transfer of ernployees
The movement of an employee to a different level, function,
Circle, location or Group company will lead to the creation of a
vacancy. Such a vacancy may not be budgeted for. Therefore, it
Separation of an employee
Vacancies created through separation follow a pattern similar to
that of vacancies due to the movement of the employees.
The hiring process remains the same whether the vacancies
created are planned or unplanned. Manpower budgets for levels
M3 and above in Circles are reviewed and approved by Corporate
HR and Corporate Functions whereas those for levels M4 and
below are reviewed and approved by the respective Circle COOs.
Job Descriptions
Apart from the hiring plan, a key input for recruitment is an
inventory of all skill sets and competency levels for existing
positions in all functions. These prerequisites for a position are
translated into job descriptions (Annexure 2).
Manpower plan /
Replacement need
Approved manpower requisition
Sourcing
Internal / External
Screening of CVs
Inputs for Hiring
Managers
Selection Process
Candidate
Selected Regret Letter &
Commencement
of sourcing
activity
Faculty : Prof. Badami 22 IIPM Mumbai
Salary fixation & reference check
Offer
Recruitment Process Human Resources Project
Manpower plan /
Replacement need
Approved manpower requisition
Sourcing
Internal / External
Screening of CVs
Inputs for Hiring
Managers
Selection Process
Candidate
Selected Regret Letter &
Commencement
of sourcing
activity
Offer
Offer
Accepte
Commencement of
d Sourcing Activity
]
Joining formalities
Induction
Review Process
RECRUITMENT SOURCES
Once the requirement for hiring is justified and manpower
requisition is approved. Applications for specific positions are
generated through various sources. Following are the sources of
recruitment
Internal Sources
Internal Job Positioning
CV Databank
Employee Referral
Outsourced Employees
Hiring an outsourced employee simplifies the induction process as
the employee is acquainted with the job complexities and the
organization culture. In addition. the performance of the individual
has already been evaluated and therefore an objective assessment
can be made of his/her capabilities.
Criteria
Applications from outsourced employees for vacancies on ABC
LTD. rolls may be considered provided.
The applications are for entry level positions only
The applicant has served for a minimum period of 12 months in
ABC LTD.
The application is routed through the department head
If an outsourced employee is short-listed for interview and
selected for a position on ABC LTD. rolls, he/she should resign
from the contract agency with immediate effect and serve a notice
period of 1 month before joining ABC LTD. as a regular employee.
External Sources
1. Recruitment through Consultants
Recruitment Consultants are used to assist in the hiring of
qualified candidates.
They help in identifying job seekers and are a good and efficient
source for
For obtaining pre – Screened candidates
Selection Of Rcs
The list of consultants along with the applicable terms and
conditions, is finalized by Corporate HR at the beginning of each
year. The selection of a new RC is based on evaluation of criteria
Evaluation of Rcs
The list of consultants is revised only at the beginning of each
financial year, on the basis of relative performance of the
consultants and also on recommendations by me Circle HR teams.
The finalised list of RCs with revised terms (where applicable) is
circulated among all Circle HR teams.
Advertisements
Placing advertisements in the newspaper is a popular method of
recruiting external applicants. A well articulated advertisement for
a vacancy reduces the possibility of unqualified people applying.
Since potential candidates are first introduced to the company
through advertisements. this helps in building a positive image.
Advertisements are released in case there exists a requirement for
specialized skill sets or if there are a large number of vacancies to
be filled. Either ABC LTD. or the vendor (recruitment consultant)
can release an advertisement for vacancies.
SELECTION PROCESS
Having received the applications, the next step is to evaluate
applicants' experience and qualifications and make a selection.
This entails establishing the best fit between job requirements and
Screening
The purpose of screening is to evaluate the applications and
eliminate applicants whose profiles do not match the job
requirement.
Scheduling
The CVs received from various sources are screened by the HR
Function within 7 days of commencement of sourcing activity. The
short-listed CVs are then discussed with the hiring manager prior
to scheduling of interviews. Rejected CVs are either retained in the
CV databank for future use or returned to the RCs.
Online Test
An online test is conducted for all applicants for M8 level
vacancies, for both ABC LTD. and outsourced positions. This
includes an. assessment of reading comprehension, analytical
abilities and proficiency in English. Only those: applicants scoring
more than the stipulated minimum score in this test will be short-
listed for an interview.
The profiles of all candidates appearing for the test are'
maintained in an automated database. No applicant can appear for
this test more than once in a six month period. The test is
reviewed every six months to maintain the standard set for entry-
Ievel positions and to incorporate any additional parameters for
assessment. if required.
Interview
An interview is the interaction between an interviewer and the
Evaluation of candidates
The candidates interviewed are evaluated against the various
parameters indicated 'in the Interview Assessment Sheet
(Annexure 8), which has to be filled-in and signed-by all members
of the interview panel. Annexure 9 gives some sample questions
to be asked in an interview. This list is merely indicative and not
exhaustive.
Travel Entitlements for outstation candidates appearing for
Interview
SALARY FIXATION
The selected candidates are required to furnish complete details of
the existing compensation break-up, prior to an offer being made.
Compensation details of the candidates are captured in the format
given in Annexure 10. This will ensure clarity and also serve as an
aid in determining the compensation.
Salary comparator
With the aid of a comparator sheet an appropriate salary fitment is
generated giving three possible options, based on
• Qualification, age, experience and compensation details of the
selected person; and,
• Basic salary of existing employees at the same level.
Salary increases
The salary offered is in consonance with the market conditions
and salary range of ABC LTD.. Normal salary increases with the
range of 25-40% over and above the last salary drawn. In cases
where the salary increase of the above amount does not bring the
candidate's salary to the minimum of the appropriate range in the
ABC LTD. salary structure, or if there is a need to absorb and
review performance, the candidate's salary may be fixed at the
OFFER
After selection of the best candidate, a verbal offer is made to him
/ her. Only if the candidate accepts this, an appointment letter
detailing the terms of employment is given to him/her.
The offer is dependent on :
Regret Letters:
Regret letter to be dispatched within 7 days of completion of the
interview process Candidates who are referred by recruitment
consultants and are rejected in interviews are informed about the
same by the agencies and not by the Hr-: Function.
Candidates who are short-listed (for Level M6 and M7) through the
CV databank or through employee referral and get rejected in
interview are informed of the same through regret letters within a
week of attending the interview.
PRE-EMPLOYMENT ACTIVITIES
Once the selected candidate accepts the offer, the recruitment
team communicates this information to the concerned units within
and outside the organization.
Before the selected candidate joins the company, he / she is to be
sent a .letter giving information about the strategic orientation of
- Concerned supervisor
- IS/IT function
Reference Check
A satisfactory reference check is a prerequisite for employment.
References provide validated information about a candidate's post
service record. This is a mandatory procedure and is done for
Medical Examination
All candidates are required to undergo a Pre-Employment Medical
Check-up (PEMC) prior to joining. This is a mandatory procedure
applicable to all levels. The candidate can visit any of the
designated hospitals in the respective Circle.
For outstation candidates or where panel hospitals are not
available
The list of medical tests to be conducted is given with the
appointment letter
The medical reports must be submitted along with the bills at the
time of joining
The bills are forwarded by the HR function to the Finance function
The employee can claim the reimbursement amount from the
Finance function
Local candidates
The candidate is given a letter for undergoing the PEMC in an
approved hospital
The candidate is required to get the tests done after producing the
letter at the approved hospital
This would be a cashless facility for the candidate and the HR
Function receives the bills and the medical reports directly from
the hospital
In case the candidate is found medically unfit, HR reserves the
right to withdraw the offer.
Relocation
If the employee is an outstation candidate, he/she is reimbursed
travel expenses for himself/ herself and his/her family. All
outstation candidates are reimbursed travel fare for joining as per
the entitlement laid out.
Temporary accommodation
JOINING FORMALITIES
The employee is required to fill in his / her personal details in a
joining report and submit supporting documents relating to
academic qualification, date or birth, relieving letter and salary
details of last employment along with medical fitness reports. A
welcome note signed by the Circle HR Head is placed in a joining
Induction
The new employee then joins the induction program organized by
HR. This induction is normally held between the 1st and 10th of
every month. It includes a formal welcome by the Circle COO and
TRAINEE PROGRAMMES
The primary objective of recruiting students from campus is to
groom young and fresh talent to fit into the organisation’s culture
through a well planned learning process This resource pool can be
utilised to contribute a new perspective to the technical and non-
technical aspects OT business.
Eligibility
Students of the relevant branch of engineering having a score of
at least 60% or equivalent grade.
Selection Process
Short-listing of CVs
Group Discussions
- The process begins with a Group Discussion on a social issue.
This is the elimination round.
- The group size varies from 10-12 depending on the total number
of short-listed candidates. - The students are evaluated on specific
parameters indicated in the Group Discussion Evaluation Sheet.
Interview
Candidates who qualify the Group Discussion round are
interviewed by the corporate HR and Corporate Function
representative. The selected candidates are made offers on
campus itself.
The offer is subject to:
- Students attaining a minimum aggregate of 60% or equivalent
Outsourced Employees
Requisition
To fulfill the requirements for temporary manpower, the functional
head forwards an Outsourced Manpower Requisition Format to the
Circle Head-HR. This clearly illustrates the justification for the
requirement, duration and position, and whether it is part of the
approved manpower budget. In case of positions that are not part
of the manpower budget, the requisition needs to be approved by
the COO of the concerned Circle. The request is then forwarded to
the approved outsourcing agency.
Selection
Potential candidates are identified, short listed and called for an
interview with the HR representative and the departmental head.
Depending on the requirement of the position, candidates have to
take the online test before getting short-listed for the interview.
Candidates who are .selected in the interview are offered
employment on contract for the period specified in the OMRF. The
respective functional head is informed of the same. Generally this
only includes technical and/or entry-level requirements on a
temporary basis. All project offers shall be made by the Agency on
receipt of the following documents duly signed by an authorised
HR representative:
Retainers
ABC LTD. engages retainers for consultancy assignments, which
are of technical nature or involve liaison activity with the
government or regulatory agencies. These assignments are for a
stipulated period of time. Based on the performance of the
retainer and business needs, the retainer ship can be renewed or
extended for a year or more. The contract is renewed by the Circle
HeadHR after consultation with the Functional Head and the
approval of the COO.
SEPARATION
An employee can separate from the company on account of
movement to another Circle or resignation or termination.
Voluntary
In all cases of separation other than termination of employment,
the employee is required to complete all formalities mandatory for
Involuntary
If an employee's services are terminated on grounds of continuous
and unexplained absence from office:
. The relieving letter is sent to his/her place of residence and a
copy is filed in the personnel File for records
. The clearance of all dues is the responsibility of the concerned
supervisor
. HR must inform the Finance function for freezing all accounts and
withholding any payment claims due for settlement
MEASURABLES
PROCESS REVIEW
All the processes that form part of the recruitment cycle need to
be monitored on a regular basis. Any deviation from the
sequence / timeline laid down in this manual should be recorded.
CONSTRAINTS ON HIRING
Re-employment of Employees
Re-employment of employees (who have already left the
company) would be considered on the following grounds:
Exit interview with the individual detailing the grounds for
separation.
Feedback from the concerned Function / Department
Head to whom he / she was reporting prior to leaving the
company.
Discussion of this feedback with the current hiring manager.
If the individual had spent less than 18 months before
separation, he / she cannot rejoin the organization at a level
higher than the one where he / she was at the time of separation
The individual can rejoin at a salary commensurate with what
he / she would have got. Had he / she continued to serve in the
company and received an average performance rating of 4.
If the individual is currently employed with a company with
which the company shares a no-poaching agreement, he/she
cannot be re-employed
Employment of Relatives
The policy on employment of relatives states that relatives shall
not be employed within the same function. 'Relative', as per the
policy, shall mean spouse, parents, brother, sister and child.
Where two employees in the same function decide to marry, one
of them will be required to move out of the function. This will be
dependent on the availability of vacancies and suitability of tine
employee.
Don'ts
Send regret letter to rejected candidates sourced through RCs.
Make commitments on location / incentives / promotion at the
time of offer.
Mail/fax appointment letter unless verbal offer is accepted.
Permit candidate to join without acceptance of satisfactory
PEMC reports. Consider candidates who have refused an offer in
the past.
Bibliography
• CB Mamoria.
• ABC LTD Recruitment manual.