recruitment and selection at spectrum
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JOINING FORMALITIES
The new joinee will be required to fulfill the following joining formalities:
Provident Fund, including Family Pension Form( Declaration, Nomination
and Transfer Form)
Gratuity Nomination Form
Block Personal Accident Insurance Form
Med claim Insurance Form (wherever applicable)
Income Tax Declaration Form
Declaration Form (Section 314, Indian Companies Act)
The new joinee will be required to submit the following documents/certificates:
Medical Fitness Certificate
Proof of Age
Certificates of Academic/Professional Qualification (Originals with one
set of photocopy. Originals to be returned after verification)
Proof of Past Employment (Relieving Certificate /Pay slip)
The Functional Head-HRD can condone submission of testimonials related to
Salary, Relieving Letter and No Objection Certificate from the previous
employer.
EMPLOYEE IDENTIFICATION
HRD department will allot/arrange for allotment of the following to the new
joinee:
Employee Code No. /Department Code No.
Attendance Card
Identity Card
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The new joinee will be required to open a Bank Account and give the Account
Number to the Accounts Department and URD Department.
JOINING REPORT
HRD Department will circulate the joining Report, in the prescribed
format, of new joinee to Unit Chief, HOD, Accounts Department,
Administration Department Attendance Office. Format of the joining
Report will be Business specific.
Administration Department will arrange for suitable sitting arrangement,
provision of telephone line, stationery, etc. wherever required.
EMPLOYEE HAND BOOK
HRD Department, in consultation with HOD/Unit Chief/Business Chief,
will make out a formal Orientation Programme / Induction Training suited
to the requirement of job of the new joinee. It will be the responsibility ofHRD Department to ensure that Induction Programme is properly
conducted in terms of contents, time and schedule and proper attention is
paid by the officer concerned detailed to brief the new joinee.
It will be responsibility of the Functional Head-HRD to ensure that the
new joinee is explained about his job responsibilities, reporting
relationships and operational delegation (wherever required) before he/she
reports at his/her place of working.
ADVANCE LEAVE AT THE TIME OF JOINING
A new joinee, on request, will be allowed advance leave required for
shifting his family/settling down at new locationl provide such leave(s)
could be adjusted from his/her leave entitlement for the year. Unit
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Chief/Business Chief will be authorized to sanction advance leave(s) on
the recommendation of Functional Head-HRD.
RECRUITMENT POLICY
OBJECTIVES
The objectives of this policy are to:
Fill up the gaps on the basis of manpower need assessment, so as to
maintain requisite skill inventory at all levels of officers.
Aim for an energetic and enthusiastic workforce within innovative
approach to work. Recruiting fresh talent fro m reputed institutes and
encouraging growth from within would achieve this.
POLICY All recruitment to be undertaken within the approved manpower budget.
Recruitment to be made at entry levels only except for positions where
requisite skills are not available internally.
For filling up the vacancies occurring in the organization, the sourcing
would be undertaken from:
1) INTERNAL
a) Within the Unit
b) Within the Group/Sister Companies (through HRD
Department of Unit concerned)
2) EXTERNAL
a) Campus in case of entry level only)
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b) Net surfing
c) Consultants/placement agencies
d) Advertisements
e) Employment Exchange (statutory requirement)
f) Head Hunting for Senior positions only
g) Employee referrals
Standard Selection/Rejection criterion shall be employed s per annexure.
For officer level, blood relations to be taken only with specific approval if
CMD
There shall be a common interview Board comprising members from
different Businesses for selection at senior level positrons ( Managers &
above) Working knowledge on computers shall be essential fro selection
Employee recruited upto the level of Manager shall have approbations
period for minimum of six months.
Those who are not covered under the clause of probation, performance
shall be reviewed at the completion of first six months by the selection
board to be constituted for this purpose.
Selected candidates shall be issued an Appointment Letter containing
terms and conditions of employment will be released at the time of
joining.
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SELECTION PROCESS
A) FOR TRAINEES (SEE RELEVANT SCHEMES)
B) FOR OFFICERS
I. REQUISITION FORM
The department where the vacancy has occurred shall send a
requisition form as per the laid down format to HRD Department.
I I. SOURCING
Internal /External: As laid down in the policy.
III. CRITERION FOR REJECTION/SELECTION
a) When the HRD Department receives application, they shall
forward the same to user department to separate out the
eligible applicants, as per the job specification.
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b) HRD Department will issue preliminary interview call letters
to short listed candidates.
1. WRITTEN TEST
In case of junior level or where the applications are received in large
numbers, Aptitude Test/ Job Test/ Computer Skills Test / Psychometric
Test to be taken.
2. INTERVIEW BOARD
The constitution of interview board shall depend upon the level of the
post for which the selection is being done. The interview board shall
include.
PRELIMINARY INTERVIEW
FOR MANAGERS & ABOVE FOR OTHER
CATEGORIES
Unit Chief Functional Head /HOD
Functional Head /HOD Functional Head /HRD
Functional Head /HRD
FINAL INTERVIEW
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FOR MANAGERS & ABOVE FOR OTHER
CATEGORIES
Business Chief Business Chief
Unit Chief Unit Chief
Functional Head Concerned Functional Head-HRD
Functional Head-HRD
Functional Head-Sister Units
3. INTERVIEW PROCESS SHALL CONSIST OF THE FOLLOWING SIX
PHASES
PREPARATION
Strategy to employ what information to seek, and what questions to ask.
The interviewer can write out the questions in advance, o that he does not
omit any.
ESTABLISHING REPORT
Establishing a friendly relationship with the applicant is important to make
a candidate feel comfortable and at home. Topics of mutual interest may
make him relaxed.
SEEKING AND GIVING INFORMATION
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Information like future prospects of the job, facts about the organization,
facilities, etc. must be given, as the candidate is also reaching a decision.
CONTROLLING THE INTERVIEW
To ensure adequate coverage of each phase of the applicants background
and to provide balance in discussing each phase to use the time fruitfully.
CLOSING THE INTERVIEW
The interview should be closed when it has accomplished its purpose.
EVALUATING THE INTERVIEWEE
As the applicant is being evaluated during the interview, a careful rating
should take place. Reactions should be written down at once, in order to
make the most of fresh information and impression.
4. INTERVIEW REPORT
HRD Department will prepare a formal interview report of the selected
candidates. The selected candidates then will be called fro finalizing the
terms and conditions of appointment.
5. VERIFICATION OF CREDENTIALS
INFORMAL
HRD Department shall ensure informal reference checks of the selected
candidates before issuing of the `Letter of Intent`
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FORMAL
After the selected person joins, a formal questionnaire shall be sent to his
former employer for credentials verification. In cases where the response is
not received from the previous employers or there is a case fro further
investigation the job shall be assigned to an outside agency.
6. OFFER OF INTENT
Once the terms and conditions are agreed upon, the selected candidate
sha ll be issued a Letter of Intent
7. MEDICAL EXAMINATION
The selected candidates shall be asked t undergo medical examination by
the company doctor to obtain detailed information about the medical
fitness of the candidates. If any abnormalities found, its nature shall be
conveyed to the Unit Chief of unit for suitable decision in the matter.
SUCCESSION PLANNING POLICY
OBJECTIVES
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The objectives of this policy are to:
Reduce the vulnerability of the organization.
Identify & develop suitable back ups for all HODs and above positions.
Identify a plan of growth & development for potential successors for key
positions through:
a. Training inputs
b. On the job training
c. Feed back
d. Efforts for self-development by concerned employees.
Prepare persons identified for taking on higher responsibility as and when
need arises.
POLICY
Job Description shall be in place for all HOD`s as per the standard format.
Skill inventory to be undertaken for all functions annually to identify skill
gaps in various departments.
Identification of successor is not available within the same function by
comparing the skills available and required for the position as per laid
down procedure.
Incase successor is not available within the same function; identify
potential candidates from other functional areas who can be moved to
concerned function.
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It shall be the responsibility of the concerned Unit Chief/Business
Chief/HRD Department to implement the developmental plan identified
for the potential successor. The initiatives taken for the development of the
identifies successor by the concerned HOD shall be one of the key criteria
for evaluation of his/her HOD`s performance.
The Assessment Committee comprising of Business Chief, Unit Chief and
HRD Chief shall hold the review of developmental action plan of the
successor on a half-yearly basis. The review shall also be present in such
meetings.
There shall be a well laid down Development Action Plan to equip those
identified as successor.
To maintain a reservoir of skills in the trainees category both for
Commercial and Technical streams and provide them cross functional
exposure to make them multi-skilled. These trainees should be groomed
for taking on higher responsibilities and to act as safety cover of sudden
loss of critical skills.
To develop back ups from cross-functional areas fro HOD`s position.
These back ups shall officiate during the absence of HOD`s.
In case no suitable person is available from internal sources and the
present incumbent is due for retirement, the external recruitment should be
done not earlier than 2 years of the present incumbents date of reti rement.
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RESEARCH METHODOLOGY
MEANING OF RESEARCH
Research in common parlance refers to a search for knowledge. It is a careful
investigation or inquiry specially, through search for new facts in any branch of
knowledge. In other words, research comprises defining and redefining problems,
formulating hypothesis or suggested solutions; collecting, organizing and
evaluating data; making deductions and reaching conclusions; and at last carefully
testing the conclusions to determine whether they fit the formulating hypothesis.
EXECUTIVE SUMMARY
The project was undertaken to analyze the concept of Recruitment AndSelection process at Spectrum Infogain Service .
To accomplish the above, 15 employees of Spectrum Infogain Service wasinterviewed.
COLLECTING THE DATA In dealing with any real life problem it is often found that data at hand are
inadequate and hence, it becomes necessary to collect data that are appropriate.
There are several ways of collecting the appropriate data, which differ
considerably in context of money costs, time and other resources at the disposal of
the researcher.
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PRIMARY DATA: This data can be collected either through experiment or
through survey. If the experiment is conducted then there would be quantitative
measurements, in the case of a survey, any one or more of the following can
collect data;
1. By observation
2. Through personal interview
3. Through telephone interview
4. By mailing of questionnaires5. Through schedules
SECONDARY DATA : This is the data collected through the literatures and the
journals that are already available and easily available to the researcher in the
library or on the websites these are the data, which has been used by other also for
any kind of their use.
Here in my study of recruitment and selection process the primary data was
collected by the observation and through informal interviews or discussions with
the HR executives and the managers. Secondary data was collected through the
literature and the websites of the companies.
SAMPLE UNIT
Sample unit here are the persons in the human resource department. i.e. in the
recruitment and selection process. Only 15 executives were working in the HR
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department. The researcher conducted informal interview and collected data
through departmental reports.
OBJECTIVE OF THE PROJECT
The objective of the project was basically seeing that HR dept how to select the
suitable candidates for the job. Also see that what are the polices and procedure
that are being adopted by a company formally. Find out that what are the basic
problems are there in the organization due to employee leave the jobs.
TOOLS AND TECHNIQUES USED
DATA COLLECTION
PRIMARY DATA- Informal Interview
SECONDARY DATA-
Literatures,Co.Websites,Departmental Reports
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DATA ANALYSIS AND INTERPRETATION
Q.1 Is Recruitment positive process in Spectrum Infogain Services ?
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AGREE: 73%
DISAGREE: 27%
INTERPRETATION
The above figure depicts that 73% of employees agreed,that Recruitment is positive process in Spectrum Infogain Services . and 27% disagreed with the statement.
.
Q.2 Is selection the positive process in Spectrum Infogain Services?
Agree73%
Disagree27%
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AGREE: 67%
DISAGREE:33%
INTERPRETATION
The above figure depicts that 67% of employees agreed and 33% of employeesdisagreed with the statement that selection is the positive process in Spectrum
Infogain Services
Agree67%
Disagree33%
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.Q.3 How many employees are interested to do job in Spectrum InfogainServices.?
AGREE: 73%
DISAGREE: 27%
INTERPRETATION
Yes
73%
No27%
Intrest of employee
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The above figure depicts that only 73% employees are interested to do job there
and 27% are not interested to do job there because the experience of that place
never count like Delhi and other big cities.
Q 6 Are you satisfied with the procedures and the policies of the recruitment
followed here?
AGREE -71%
71
29
Agree
Disagree
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DIAGREE-29%
INTERPRETATION
The above figure depicts that 71% of employees are agree with the recruitment policy followed in Spectrum Infogain Services.and 29 % are disagree with the statement.
Q.5. What is the ratio of employee joining and leaving the organization?
65
35
Joining
Leaving
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Joining -65%
Leaving- 35%
INTERPRETATION -The above figure depicts that the ratio of joining and
leaving the organization is 65:35 respectively.
FINDINGS
After doing the research based on the information given by the managers,
executives and the secondary data collected and the projections prepared on the
recruitment process and selection process. I can be said that,
The recruitment process is a positive process in Spectrum Infogain
Services.
Mostly employees are satisfied with the selection process of Spectrum
Infogain Services A few of employees are interested to do job in Spectrum
Infogain Services because The Experience of that place is never count inDelhi and other big cities.
In Spectrum Infogain Services,mostly employees are satisfied with the
policies of recruitment and selection.
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In Spectrum Infogain Services.the ratio of leaving and joining employees
is not very effective because the experience of that place is never count
and the salary is also very low there.
RECOMMENDATIONS AND SUGGESTIONS
The company should that for the senior level selection they always be go
for the internal recruitment because it Is the cheaper and time saving
source of selection of employee.
For the lower level the company should that he go for the campus
interview because by this they able to get the employee as per the
requirement and the cost of selection will be less.
The company should also increase in the salary at the time because some it
may be the cause of leaving the job.
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.
When the employee leave the organization, company should that he fill the
exit interview form and keep it in the record so that organization will able
to know that what are the basic reason behind leaving the organization.
CONCLUSION
Spectrum Infogain Services is the company, which has the good choice of
process of the recruitment and selection. It always tries to select the efficient
employee as per the job requirement As my research was in the company it shows
that it has the flexible environment where all the employees are free to do work as
they like, the motto is to complete the work holding good quality.
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Spectrum Infogain Services is the company, which has the good choice of process
of the recruitment and selection. It always tries to select the efficient employee as
per the job requirement As my research was in the company it shows that it has
the flexible environment where all the employees are free to do work as they like,
the motto is to complete the work holding good quality
They have to work on the tracking of employees, as it waste the time of the
person involve in selection, when they came to know by seeing their face that it is
the one ho was interviewed previously.
Overall they are the good leaders of recruiting and selecting the candidates, and
making their full utilization.
Now they are also forwarding to make use of the smart hiring by which the best
candidates of required skill can be located.
Various aspects of recruitment and selection were studied. For conducting thisstudy an interview schedule was prepared and was got filled by individual
members i.e. the workers of the industry. Separate interview schedule were
prepared in order to note down individual information and then analyze it.
The whole report represent that how what are the various techniques that helps to
find out that how we select the best candidates at right time for right job at right
place so that we will able to make the work in efficient way
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BIBLIOGRAPHY
BOOKS :-
.
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Kotler C.R, Research methodology methods & Techniques,2nd edition, vishwaprakashan, Delhi.
INTERNET:-
www.spectruminfogainservices.com
www.google.com- training and development
www.google.com ,
www.msn.com,
www.hprofesser.com
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