recruitment and selection at spectrum

8/12/2019 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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