Summer internship report

STUDY OF TRAINING EVALUTATION AND RECRUITMENT PROCESS Gyana Learning and Development

AN INPLANT TRAINING REPORT

Submitted byKRITIKA (10MBI1023)

In partial fulfillment for the award of the degree of

MBA

VITU N I V E R S I T Y(Estd. u/s 3 of UGC Act 1956)Vellore - 632 014, Tamil Nadu, IndiaJuly 2014DECLARATION BY THE CANDIDATE

I hereby declare that the in-plant training report entitled STUDY OF TRAINING EVALUTATION AND RECRUITMENT PROCESS at Gyana Learning and Development submitted by me to Vellore Institute of Technology, Chennai in partial fulfillment of the requirement for the award of the degree of MBA is a record of bona fide industrial training undertaken by me under the guidance of Mr. Hari Prasad. I further declare that the work reported in this report has not been submitted and will not be submitted, either in part or in full, for the award of any other degree or diploma in this institute or any other institute or university.

Place: Signature of the Candidate Date:

VITU N I V E R S I T Y(Estd. u/s 3 of UGC Act 1956)Vellore - 632 014, Tamil Nadu, IndiaIntroductionGyana learning and development is a training organization specializing in the Human Resource and Soft skills domains. Their training programs are designed to have a two pronged effect of improving individual employee productivity and giving the organization a demonstrated return on their investment. Their program content is customized according to the requirements of the clients. Their approach to corporate training has made them the leading Training Solutions Provider in India with an unparalleled reputation for client satisfaction and training effectiveness. Over the last seven years Gyana has carved a niche for itself in the behavioral skills domain and empowered thousands of professionals to achieve excellence.VisionTo be the leading global learning solutions provider by 2015MissionTo provide clients with innovative, superior and interactive learning solutions and grow with 100% reference abilityValuesWe are proud of our culture of innovation, open communication and ethical behavior within Gyana and with our clients.A step furtherWe work towards a cleaner, greener and kinder world through Gyana Cares and take our responsibility for this planet seriously.Clients Team Gyana works with client in different fields and below is the list of client IT Sector:Cognizant technologiesHCL TechnologiesInfosysTata Consultancy ServicesFinance:HSBCManufacturing: HyundaiProject Objective Training evaluation Understanding existing HR policies and procedures of the company. Structuring recruitment process to suit different level of expertise required by organization. Building robust Assessment and application form for potential candidates to make recruiting ease.

Introduction to the Industry (Training industry)

Training can be defined as:The process of increasing the knowledge and skills of the workforce to enable them to perform their jobs effectivelyTraining is, therefore, a process whereby an individual acquiresjob-related skills and knowledge.Training takes place at various points and places in a business. Commonly, training is required to: Support new employees (induction training) Improve productivity Increase marketing effectiveness Support higher standards of customer service and production quality Introduction of new technology, systems or other change Address changes in legislation Support employee progression and promotionEffective training has the potential to provide a range of benefits for a business: Higher quality Better productivity Improved motivation - through greater empowerment More flexibility through better skills Less supervision required (cost saving in supervision) Better recruitment and employee retention Easier to implement change in the businessHRM is concerned with the peoples dimension in organization. Since every organization is made up of people, acquiring their services, developing their skills, motivating them to higher levels of performance and ensuring that they continue organizational objectives. This is true regardless of the type of organization Government, Business, education, health or recreation. Thus, HRM refers to a set of programs, functions & activities designed and carried out in order to maximize both employee as well as organizational effectivenessTheories of trainingThe effective functioning of any organization requires that employees learn to perform their job at a satisfactory level of proficiency. An effective organization wishes to have a workforce that is ready to take up the responsibilities of the organization and adds on to the performance of the company. At the same time the organization should give enough opportunity to the workforce to enhance their skill and knowledge.Training refers to the teaching learning activities carried on for the primary purpose of acquiring the knowledge and applying to the work to increase efficiency and effectiveness.The following steps must me the basis of any training activity Determining the training need analysis Translate them into programs that suit the audience Evaluate the training process.Training inputs.There are mainly 3 types of input: Skill, attitude and knowledge.The main purpose of training is to establish a relation between worker and his job, for this it is needed that the worker have a positive attitude towards his job, this can happen only if his knowledge about the job is adequate and he has the skills needed for the job.SkillTraining activities are today ranging from a simple skill to a complex one. Training a particular employee on his skills will help him to be more efficient, new workforce will be able to understand the technical aspect of the job, and current workforce will have a better performance level.AttitudeThrough the induction program, organization develops attitude in the mind of new workforce. The focus of such training is to mold the attitude of employee to support the company to achieve higher heights.KnowledgeTraining aimed at imparting knowledge to the employees in the organization, it provides a scope to understand the problem of the industry and get real time solution to those problems to maintain the industry standard and strive for better performance.Positive outcomes of trainingThe consistency of the company depends on the ability of the employee to perform effectively and efficiently. There are various positive effect of effective training. It helps employees to learn the job and attain desired level of performance and thus helps in better utilization of the resources. It helps to reduce cost by efficient performance. The performance level improves when workforce believes that the organization will provide them with training opportunity for future growth. Scope for better wok environment and wok culture. It aids to the individual skill development, knowledge enhancement.Training methodsTraining method are the means of attaining the desired outcome in the learning situation. Before we start training we should understand the training need and the type of audience we will be facilitating. Numerous training methodologies have been developed over the years to meet the specific need of training. Each method have structured procedures for conduct that offer certain advantages and few constrains. Before using any of these methods we must clearly understand the strength and weakness of the technique.Objective of training methodsThere are few major objective of training methods: demonstrating value and developing interestsDemonstration Value:Complete demonstration of job requirement enables the trainee to grasp the meaning of ideas, concepts or procedures visually. Training with such objective must use a method that can visually explain the details, as human remember longer what they see, rather than what they hear.Developing interest One of the factor be kept in mind is the ability to hold and arose the interest of the trainee in the training situation to make the training session effective. There must be involvement of the employee, rather having one way lecture. The trainer need to understand the problem and the need of the group so that he can facilitate in a way which gives the meaning to the effort taken by the organization to increase the efficiency of the workforce. The cost effect should also be considered for selection of training method.Classification of MethodDepending on the learning outcome and the process by which it is attained, it is possible to categorize the various methods into several groups.On the job oriented training method.There are different methods in this category whose objective is centered on the job, more specifically it helps to understand the strength and constrains of the job. The methods in this category are. On the job training Job rotation Brainstorming sessionSimulation methodReal life situation for imparting training. The methods in this category are Role play Case method Management games In basket games. Role playThe role play method requires participants to enact the role based on a written script or oral description of the situation. The enhancement process provides an insight and understanding the demand of the situation of the assigned rule, it helps in better understanding of interpersonal problem and attitude change. Case methodThe case is an actual situation, which is written for discussion purpose. Analysis would need problem identification, analysis of the situation and of its causes, there could be multiple solution and each solution need to be examined. And it is a good experience to discuss and share the ideas and solution of the case to have a clear idea about of the real time problems.

Management gamesThe game is built around the model of a business and trainees are divided into teams and they simulate the real life process of taking decision.

In basket exercise.There are situation that are faced by the managers in daily life mentioned in cards and kept in a box. And the people are asked to take a card and respond to that situation.Training effectiveness.Many training fail to deliver the expected organizational benefit. Having a well-structured measuring system can help us determine where the problem lies. On a positive note, it helps to get a significant and real benefit from the organization.The Kirkpatrick modelThe most well-known and used model was developed by Donald Kirkpatrick in late 1950s. The basic Kirkpatrick have 4 levels. Level 1: Reaction Level 2: Learning Level 3: Behavior Level 4: ResultAn evaluation at each level tells whether a fundamental requirement of the training was met. It is not that conducting evaluation at one level is more important than other. All levels are equally important. In fact the model explains about the usefulness of performing training evaluation at all levels. Each level provides a check point. How to conduct evaluation using Kirkpatrick modelLevel 1 (reaction): Complete participant feedback questionnaire Informal comments from participants. Focus group sessions with participants.Level 2 (learning): Pre and post test scores On the job assessment Supervisor reports.Level 3(behavior): Complete self-assessment questionnaire On the job evaluation. Supervisor reportsLevel 4 (result): Financial report Quality inspections Interview with sales manager.Training transfer and Behavior changeMany trainers face the challenge of motivating their participants to use the new skill or method learned during the training session. The trainers must understand that the training transfer starts before training begins and continues after training ends. It can be divided into 3 parts i.e. before, during and after.Before training:Get the participants have a pre course briefing with each participant. This helps to have an interactive session with the participants, it also helps to ensure that they have completed the pre-requisite reading or the exercise of the training. The most important act is it sends a powerful message to the trainers that there is a scope of development and it is not just a training where they can go and take things easy way.During training:For the training to be efficient the basic structure of training must me followed. They below mentioned 4 points are the major factors that must be kept in mind. Goal orientation:People would love to attend the training and learn only if the training has a scope of development of the individual. There should be something that will help them to grow and develop beyond training room. We must ensure that with the organizations objective being mentioned at the same time there must be goals for personals being mentioned for the better understanding of the trainees.

Real work relevanceShowing how the program relates directly to their day to day work is also 1 of the important aspect, it lifts the level of participation and interest of the participants. Explain how the theories and principles need to be contextualized for each workplace situation.

PracticeBuilding the opportunity for practice during the training helps to spark the interest of the participants. It also motivates and increases the probability of using the technique in work place. Interpersonal interactionLearning in the workplace is largely a social activity, in which goals are shared and experience are shared. In a training environment you need to encourage discussion and interaction so that everyone learn from experience. After trainingThere must always be after course debriefing. This mainly is about reviewing training session and expressing participants experiences.CIRO MODEL of evaluation

CIPP MODEL

Context What is the relation of the course to other courses? Is the time adequate? What are critical or important external factors (network, ministries)? Should courses be integrated or separate? What are the links between the course and research/extension activities? Is there a need for the course? Is the course relevant to job needs?

Inputs Objective of the course Materials for trainingProcess What is the workload? How well/actively do they participate? Are there any problems related to teaching? Are there any problems related to learning? Is there effective 2-way communication? Is knowledge only transferred to employees, or do they use and apply it? Are there any problems which participants face in using/applying/analysing the knowledge and skills? Is the teaching and learning process continuously evaluated? Is teaching and learning affected by practical/institutional problems? What is the level of cooperation/interpersonal relations between trainer and participants? How is discipline maintained?Product Is there one final evaluation or several during the course? Is there any informal assessment? What is the quality of assessment (i.e. what levels of KSA are assessed?) What are the participants KSA levels after the course? Is the evaluation carried out for the wholePCDprocess? How do participants use what they have learned? How was the overall experience for the teachers and for the students? What are the main lessons learned? Is there an official report?

Gyana training and development-Training practices

Training process cycle

Detailed training process

1. The 10-step process for developing training courses The process for developing performance-based training includes the following 10 steps. The first four steps constitute the task analysis that is necessary to design and develop relevant, useful training materials. Steps 510 constitute the design and development process. 1. Define the target population for training. 2. List the tasks to be performed by the target population on the job. 3. List the skills and knowledge needed to do the tasks. 4. Select the skills and knowledge to be taught. (These make up the training objectives.) 5. Organize the selected skills and knowledge into suitable teaching units (modules) and develop the training design (including brief outlines of module content and planned training methods). 6. Draft expanded outlines of modules, including instructional objectives, main body of text, and descriptions of training methods, examples and exercises. 7. Experts provide realistic examples and information for use in exercises. 8. Draft the complete modules, facilitator guidelines, and course director guidelines. 9. Field-test the training materials. 10. Revise and finalize training materials based on the field test. Training Need Identification for a companyIntroductionTraining need identification is a tool utilized to identify what educational courses or activities should be provided to employees to improve their work productivity. Here the focus should be placed on needs as opposed to desires of the employees for a constructive outcome. In order to emphasize the importance of training need identification we can focus on the following areas: - To pinpoint if training will make a difference in productivity and the bottom line. To decide what specific training each employee needs and what will improve his or her job performance. To differentiate between the need for training and organizational issues and bring about a match between individual aspirations and organizational goals.Identification of training needs (ITN), if done properly, provides the basis on which all other training activities can be considered. Also requiring careful thought and analysis, it is a process that needs to be carried out with sensitivity as people's learning is important to them, and the reputation of the organization is also at stake. Identification of training needs is important from both the organizational point of view as well as from an individual's point of view. From an organizations point of view it is important because an organization has objectives that it wants to achieve for the benefit of all stakeholders or members, including owners, employees, customers, suppliers, and neighbors. These objectives can be achieved only through harnessing the abilities of its people, releasing potential and maximizing opportunities for development. Therefore people must know what they need to learn in order to achieve organizational goals. Similarly if seen from an individual's point of view, people have aspirations, they want to develop and in order to learn and use new abilities, and people need appropriate opportunities, resources, and conditions. Therefore, to meet people's aspirations, the organization must provide effective and attractive learning resources and conditions. And it is also important to see that there is suitable match between achieving organizational goals and providing attractive learning opportunities.

Key elements and findings. The company provides behavioral training to the corporates. The evaluation of training method followed by Gyana is very effective. They evaluate the participants in three different stages i.e. pre training, mid assessment and post training. The company is facing problem with the employees of the organization as the attrition rate is high. Being a small organization with only 7 people working it gets to the situation of exaltations They also face challenge with the freelancer trainers to fix the slot that matches the trainer as well as clients convenience.SuggestionThe company should focus to retain the employees and also to ensure that the task are well planes and solved before reaching the situation of critical implications. They should also focus on managing trainers in an efficient manner, so that it makes the business day to day function a smooth one.

Research on training effectiveness.Objective: To find the effectiveness of the trainingSample size: 46.The following is the result of the pre and post assessment test of the 46 participants. The participants were tested before the training i.e. pre assessment and after the training i.e. post assessment. After the training assessment the difference in the pre and post score are compared to mark the level of difference and to understand the level of efficiency of the training.Below is the detail of the average marks scored in the pre and post assessment in 5 different aspect of behavioral training. Email etiquette Telephonic etiquette Client interface Business etiquette Team workThe participants are evaluated on the above mentioned 5 aspect to understand the overall behavior of corporates.

NAMEpre assessmentPost AssessmentDifference

Y. Bharath Kumar203313

Sayon Das29389

Kurthika .V.S3532-3

Sahil Chhabra3125-6

P Archana3229-3

Niharika V3530-5

Abhijit Nayar3126-5

Avneet Kaur Arora21309

Kashmira Ry273710

Vayuj Asthana3426-8

Vasantha Kumar C3635-1

Syed Shah Emaduddin29367

Vijetha Naak S33352

Aliveni Sahithi K37392

Suma S35372

Shipra Sharma3130-1

Sankar G32342

Kashinath Mariyala35383

Jay Kumar31354

Sidharth Dash213918

M Bhanuprakash Reddy274114

Sowmiya Thangaraj34373

Polavarapu Sai Santosh3631-5

Rajender Yebushi29367

D.Sowmya33418

Rohit Singh Bhadauuriya37370

Vamshi Krishna3230-2

Manoj Chandra Komapalli3534-1

Antony Jesu Abhinesh A31387

Suganya Samnathan213514

Krithika.V273912

Tissy Thomas34417

Sai Sinath Varma Keetha36371

Shrivardhan Rao3331-2

Swadeep B3736-1

Kavya Rao K35416

Nagi Reddy Soma31310

Meenu Murali32364

G.Pranay35416

Swedhan31376

Saranya S Kumar3330-3

B.Pranith4134-7

M Bala Kumar36382

Nihar Sujhana J31354

K.E Sowmya30399

Sai KrishnaTeja37414

AnalysisThe performance of people are divided into 5 major groups

Margin of sore no of people in the range

0-100 (0%)

11-201 (2%)

21-3011 (24% )

31-4033 (72%)

41-501 (2% )

Diagram

Post assessment

post assessmentno of people

0-100 (0%)

11-200 (0%)

21-309 (20%)

31-4031 (67%)

41-506 (13%)

The difference in performance

Conclusion

Phase -2 Designing company policies and recruitment policy for the organizationEMPLOYEE RECRUITMENT: In the working place is essential to a companys long term success. By hiring correctly, an organization adds the talent it needs and can enjoy the benefits in increased productivity and morale. However this process is not simple and if the careful process of selection is not followed: you can be mired with poorly skilled, unmotivated and un-loyal labor force which can impact future profits as well as other employee behavior. Recruitment, Quite often this word stands alone when some gaming companies develop a human resources management strategy. An organization cannot develop a recruitment strategy without simultaneously for mulcting an employee retention plan. Simply stated, it is one thing to attract workers, but quite another to retain them.OBJECTIVES OF RECRUITMENT To attract people with multi-dimensional skills and experiences that suit the present and future organizational strategies so as to obtain a pool of suitable candidates for vacant posts. To induct outsiders with a new perspective to lead the company To infuse fresh blood at all levels of the organization. To develop organizational culture that attracts competent people to the company. To use a fair process. To ensure that all recruitment activities contribute to company goals. To search for talent globally and not just within the company. To conduct recruitment activities in an efficient and cost effective manner.

FACTORS EFFECTING RECRUITMENT: All organizations whether small or large, do engage in recruiting activity, though not to the same extent. This differs with 1) The size of the organization. 2) The employment conditions in the community where the organization is located. 3) Working conditions, salary and benefit packages offered by the organization. 4) The rate of growth of the organization. 5) Future expansion program of the organization. And 6) Cultural and legal issues. 7) Organizations ability to find and retain good performing people. FACTORS AND SOURCES INTERNAL FACTORS: Employees from within the organization are hired to fill a job vacancy. It is normally used for higher level jobs. The internal factors are: 1 Companys pay packages 2 Quality of work life 3 Organization culture 4 Career planning and growth 5 Companys size 6 Companys products/services 7 Geographical spread of the companys operations 8 Companys growth rate 9 Role of trade unions 10 Cost of recruitment 11 Companys name and fame. EXTERNAL FACTORES: The external factors are:- 1 Socio-economic factors 23 2 Supply and demand factors 3 Employment rate. 4 Labor market conditions. 5 Political, legal and governmental factors like reservations for SC/ST/BC and sons of soil. 6 Information systems like employment exchanges /Tele-recruitment like internet.

ADVANTAGES: Benefits of new skills, new talents and new experiences to organization Compliance with reservation policy is easy Scope for resentment, jealousies and heartburn are avoided

DISADVANTAGES: Better morale and motivation associated with internal recruiting is denied to the organization It is costly Chances of creeping in false positive and fake negative errors Adjustment of new employees to the organizational culture takes longer time..Process of RecruitmentThe recruitment process takes place mainly in 5 steps Job analyzing Sourcing Screening and selection On boarding

Job analysisThis is the beginning of recruitment process, to document the actual or requirement of the job to be performed. This provides the recruitment process with the boundaries and objectives of search. The job description needs to be reviewed or updated time to time. Starting the recruitment process with a good job description ensures the recruitment process starts off on a correct track. Sourcing Advertising is a common part of recruitment process, often encompassing multiple media such as internet, general newspaper, jobs add in newspapers, professional publication etc. are ways by which the job vacancy is advertised. Screening and selectionSuitability for ajobis typically assessed by looking for skills, e.g. communication,typing, and computer skills. Qualifications may be shown throughrsums,job applications,interviews, educational or professional experience, the testimony of references, or in-house testing, such as for software knowledge, typing skills,numeracy, andliteracy, throughpsychological tests. But it is highly essential to make sure that the individual is suitable for the job assigned.On boarding"On boarding" is a term which describes the process of helping new employees become productive members of an organization. A well-planned introduction helps new employees become fully operational quickly and is often integrated with a new company and environment.

Policy making for Gyana

Gyana is a 7 year old company, during my internship I got the opportunity to work for the policy making of the company and documentation. I formulated the documentations for the organization. Few of the areas I worked on policy making are. Attendance sheet for the trainers. General information form Job description Recruitment process Exit form Formation of interview panel Interview process Selection Joining policy Training policy Terms of employment Standard of conduct Confidentiality Performance evaluation Compensation Employee termination (resignation, dismissal) Leave policy Travel and expenses policyRecruitment procedure Plan the target of the company for next 6 months or 1 year. We should understand the need of organization in next 1 year. The next step is to plan for the man force needed. Once we get the clear understanding of the firms target and man power needed we have to clarify the type of people needed. Creating new positions. Replacement of current employee. Tuning intern to employee. Develop a position descriptionWe must have a very clearly mentioned and described purpose of position, role, preferred qualification, task, work flow, accountability. So that the person applying has a clear idea regarding what is expected from him in the organization. Develop recruitment plan Under this there must be an internal discussion over what exactly is the goal of placement, posting period, how to reach out to get the best applicant. How to advertise and search for the applicant? The 2 major ways of advertising today are Job portals. Social media.By advertising at these areas we can get a huge response and we can select the best applicant who suits the profile the best. Selection committeeThere must be a committee to search and select the best applicant. A team must have Someone who has strong understanding of the role. A job specialist (department head) HR to interact closely with the applicant on different aspects. (Company policies/rules etc.)Management must understand the need of different experts to be part of committee as it will help to select the most suitable candidate for the organization.Interview processThere are few major issues that must be taken care during interview process by the panel. Read and discuss the resume of the candidate internally before interview. Prepare questions to be asked to all candidates. The questions to be asked to specific candidate To ensure that person suits the job and work culture of the organization To check if the person is passionate towards the area of applied job Reference and background check Finalize candidate Finalize the candidateReference checkInterview processSelection committee Recruitment planPosition descriptionPlan the target

Flow chart of the recruitment process

The above mentioned steps are very important for a smooth functioning of recruitment process. Each step has some important aspect that must be taken care. In Gyana we can divide the process into 2 major parts. The first part the internal and second being the external, the first part being the planning the target, deciding on position description, the recruitment plan and finalizing he selection committeeDuring my stay in Gyana I was working for the screening and filtering of the candidates for the interview in the company. I created account in online job portals and was handling the responsibility of finding the appropriate trainers for the organization. Adding on to the online job portals LinkedIn was also one of the most important source for the screening of candidates.

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