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ASummer Training Project Report
ON
“AN ANALYSIS OF RECRUITMENT & SELECTION PROCESS”
In the partial fulfillment for the award of the degree of
MASTEROF
BUSINESS ADMINSTRATION
Under the Guidance of Submitted By:MRS. DEEPSHIKHA Mr. Shivam TiwariFaculty Guide Roll no.: 1467070104
MBA – H.R.
Lucknow Model Institute of Management, LucknowAffiliated to
Dr. A.P.J. Abdul Kalam Technical University, Lucknow
SESSION 2015-16
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DECLARATION
This is to certify that present thesis titled “An Analysis of Recruitment & Selection
Process at MICROMAP ELECTRONIC SYSTEMS PVT LTD .” is based on
original research and has not been submitted in part or whole for any diploma or degree
of any university. The works of other authors, wherever they have been made use of in
this study, have been duly acknowledged at relevant places.
( SHIVAM TIWARI )
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ACKNOWLEDGEMENT
One of the most pleasant aspects of writing an acknowledgement is the opportunity to thank all those who have contributed to it. Unfortunately, the list of expression of gratitude- no matter how extensive – is always incomplete and inadequate. This acknowledgement is no exception.
First of all, I wish to express my sincere gratitude to Human Resource, Department, for giving me opportunity to do research under her profound guidance.
I owe profound sense of regards & gratitude towards Mr.O.P.MAURYA(H.R –MANAGER) who has continuously guided me & supported in all the tasks by giving me valuable insight into issues like meaning of HR practice, its issues, objective, and tools as well as step to be considered in developing & studing an organization structure.
I owe debt of gratitude to Mr. Neeraj Kumar(Sr.Executive)
who has given me enough support & co-operation to me by finding time from her hectic schedule.I also thanks her for guiding me, clearing the doubts.
And I thanks to Entire H.R team for their Co-operation during the internship.
And Last but not least, MY MENTOR Mrs. Deepshikha , and all Faculty of LMIM MBA. Because of her inspiring guidance, motivation, positive criticism, continuous encouragement and untiring supervision this work could be brought to its present shape.
I would like to thank all of them who in one way or the other have helped me.
Thanking youShivam Tiwari
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EXECUTIVE SUMMARY.
Recruitment and Selection is the process wherein the organization finds the best candidate among the vast array of candidates. The function that locates the sources where from the required human resources can be available and to attract them towards the organization is known as recruitment.
Selection can be defined as the process wherein the organization has to select a small lot of people who are useful to the organization in terms of their capabilities and their qualifications
This project entitled "Recruitment and Selection in MICROMAP ELECTRONIC SYSTEMS PVT LTD. aims at studying the recruitment and selection procedure undertaken at this ever growing organization. The project gives a brief idea as to how the whole process works. Every organization has different policies, at times unique and it is very rare that the policy of one organization matches to the policies of another organization.
It is true that the success of any organization depends upon the old dictum: right person for the right job. At the same time it is all the more important to have right and tested combination of recruitment and selection policies to attract, select and appoint a desired lot and replenish it from time to time.
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TABLE OF CONTENT
Student Declaration Certificate from head and guide Preface Acknowledgment Executive Summary Introduction of organization Introduction of Topic
Recruitment Policy Types of Policy
Manpower Planning and Recruitment Internal Job Posting Employee Referral Program Vendor Policy Campus recruitment Pre selection Verification Joining Formalities Probation and Confirmation
Reference CheckStructure of Human Resource Department
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ABOUT MICROMAP ELECTRONIC SYSTEMS PVT LTD.
Micromap group is a leading organization in India in the field of Wireless
Communication, Microwave communication, OFC Indoor systems , IT and Telecom
Products, infrastructure & Construction established in the year 1998, presently associated
with staff & Employee of 42 Permanent and 37 seasonal contract basis. We are authorized
from WPC, GOVT OF INDIA for wireless network solutions and services. We are
operating our activities from Lucknow, Varanasi, Delhi and Mumbai with highly
experienced and qualified professionals.
PRODUCTS OF THE COMPANY:-
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Two Way Radio
VHF/ UHF/ HF Two way Radios
Receiver Interceptor
VHF/ UHF Repeaters
Phone Patches
Tetra Terminals
Tetra Nodes and switches
Trunking radios
Digital Radios
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Digital Duplex Control Systems (Proprietary )
Microwave Radios
Data radios
Broadband radios
RF accessories and radios
Wi-fi radios
Related Products
GPS
Lattice Mast / Tower RF Power Meter
All type of wireless accessories
RF Cables
Antennas
Power Supply
Radio Test Set
OFC Indoor Equipments
STM -1 , STM -4
PD Mux
NMS
Control Monitoring Systems
SDH Analyzers
FMS
Termination Box
OFC Media converter
SDH Rack
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Splicing Machine
OTDR
Optical Power Meter
Laser Power Source
Optical talk set
DPs
FCBC
VRLA Batteries
Surveillance equipments
Voice Logger/Voice Monitoring System
DVR & Micro DVR
SPY Hidden Devices
Bugging and Debugging Devices
Mobile Jammer
CCTV
DFMD & HHMD
Mine and Bomb Detectors
VTS
Video Amplifiers
Night Vision Devices
Digital ISDN Exchanges
Analog & digital EPABX
IP Ready Exchanges
KTS
IP Phone
ISDN Phone
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IP soft Phone
CLI Phones
Cordless Phones
Duct Phones
DPs
MDF IDF
Switch Board Cables
FCBC
UPS
Batteries
IT Products
Routers
Managed IP Switches
Unmanaged Switches
Layer 2 and Layer 3 Swathes
IP DSLAM
HDSL Modems
ADSL Models
E1 to Ethernet converter
CSU/DSU
IOs
Racks
Jack Panels
Cat 5 and Cat 6 cables
Servers and PCs
Laptops
Printers
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Firewalls
Customized software’s
Display Equipments
Plasma/ LCD /LED Monitors
TFT Monitors
Miscellaneous Products
Surge Protection Devices (A,B&C)
Maintenance Free Earthing Equipments
Wireless PA Systems
Networking Racks
OFC Huts
Online UPS
Solar Panels
Telecom Cables
Joining Kit
HDPE Duct
DWC Pipes
Maintenance & Measuring Kits
Cable Fault Locator
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SERVICES OF THE COMPANY:-
O FC Indoor Projects :
We are doing OFC and other telecom project on turnkey basis for Indian Railway, Indian Army, UP Police. We are authorized channel partner of Tejas, Fibcom, Puncom, webfil and Coral for the OFC indoor products. We have successfully executed more than INR 300 million various projects in Government / PSU and Corporate sectors.
D igital Exchanges:
We have worked in the field of EPABX with CORAL, BPL - Tadiarn, SIEMENS, NEC in India and
R F Products and Solutions:
We are having more then 10000 installations of RF products in India and providing wireless and telecom solutions to top corporate, industrial and government sector on turnkey basis. We are the one largest supplier of two- way radios in India.
G IS Solutions:
We are providing GIS solutions on telecom & electrical sector with association of INTECH. We are now doing prestigious project of Railway and Indian Army.
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E lectronics surveillances:
Now we are providing intelligent solution for Voice, Data and Video surveillance to UP Police, IB, STF, and Army, CBI, and Institutional sector. We are having associations with PCSPL, Symbol and Info assure for Hi-tech solutions and services.
I T Product and Services:
We are authorized channel partner of D- Link, QHMPL, SPPL and Cisco for networking of LAN, WAN and MAN systems. We are providing solutions to railways, Army, Forest institutions and corporate sectors.
Infrastructure & Construction :
We are in the field of development of civil infrastructure to implementing and executing turn key job of civil projects from UPPCL and UPRNN. We have successfully executed worth of more than INR 100 million contracts from various sector in last two year.
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About Company
Micromap group is a leading organization in India in the field of Wireless Communication, Microwave communication, OFC Indoor systems , IT and Telecom Products, infrastructure & Construction established in the year 1998, presently associated with staff & Employee of 42 Permanent and 37 seasonal contract basis. We are authorized from WPC, GOVT OF INDIA for wireless network solutions and services. We are operating our activities from Lucknow, Varanasi, Delhi and Mumbai with highly experienced and qualified professionals.
Group of companies
M/s MICROMAP ELECTRONIC SYSTEMS Established in 1998
M/s MICROMAP SATCOM (P) LTD. Established in 2001
M/s MICROMAP INFOSYS Established in 2001
M/s MES TECHNOLOGIES INC. Established in 2003
M/s SANG Corporation & Industries Established in 2008
M/s MICROMAP ELECTRONIC SYSTEMS (P) LTD. Established in 2010
M/s MESTECH INDIA PVT. LTD. Under incorporation
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PROFILE OF THE ORGANIZATION
ESTBD 1998
Micromap Group:
R egd Office : 217, 2nd FLOOR, LEKHRAJ GOLD, MUNSHIPULIA,
INDIRA NAGAR, LUCKNOW, 226016 (UP), INDIA
Phone No : + 91-522-2356584, 3043034, Fax: + 91-522-4082161
Delhi : 211 - LGF , 287- Pratap House , Sant Nagar , East of Kailash, New Delhi- 65 , India Telefax: +91-11-26472000
Email : [email protected] , [email protected]
Web : www.micromaponline.com
Business Policy:
To meet dead lines and budgets we put our best efforts to achieve. We believe the policy of transparency, fair & honest approach and long term vision. We have been regard for the repeat quality delivery and hence repeat the orders.
Quality Commitments:
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We are committed to provide accurate high quality services tailored to individual’s requirements of each project. Our company adds value through responsiveness, field experience , and timely technical solutions from concept sketches , as built and final design drawing to analysis and project documentation, we emphasize on a clear presentation of information , accuracy, and close attention to schedule.
We pride ourselves on our ability to interface smoothly with engineering, operation maintenance and craft personnel from all discipline.
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MAIN HEAD OFFICE OF MICROMAP ELECTRONIC SYSTEMS PVT LTD.
LUCKNOW
OTHER OFFICE
1. DELHI2. MUMBAI
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FINANCIAL STRUCTURE OF THE COMPANY
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MANAGEMENT AND DIRECTORS
LIST OF DEPARTMENTS
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Mr. A.K. Gupta --- CEO/ MD
Mr. G.K. Gupta --- Director
Mr. H.S. Chauhan --- Executive Manager (Technical)
Mr. Jagdish Singh --- Executive Manager (BD)
Mr. O.P. Maurya --- Executive Manager (HR)
Miss Asha Sharma --- Executive Manager (Services)
History20
Partners And Alliances
MOTOROLA USA for Microwave Link and broadband solutions.
MOTOROLA INDIA for Two –Way Radios
BPL – Tadiran for Digital Exchanges
Siemens for Digital Exchanges
ADINO Telecom for Two –Way Radios.
ICOM Japan for Two –Way Radios.
Tejas Network Ltd. For STMs.
Puncom for PD Muxes
Webfil for PD Muxes
PCSPL for surveillance systems and services
D-link for IT product and solutions
Cisco for IT product and solutions
Arya Communication for Two –Way Radios.
Samsung Electronics for Display Equipments
Sony for Display Equipments
Exide for industrial Batteries
HCL for Digital Exchanges
IBM – Premium Partner
SAFA Hangkong for DVRs Bugging and debugging devices
Coral Telecom for EPABX and PD Muxes
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EXPERIENCE
We are providingour services and solutions to top corporate, Navratna PSUs and Government sectors.
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RECRUITMENT AND SELECTION
Recruitment and selection include all of the activities involved in acquiring human resources. Recruitment involves developing and using a company-specific set of rules and SOPs to identify and attract the best pool of applicants. Selection is the creation of criteria for deciding which candidate is best for the company and specific jobs.
Recruitment means an activity which refers to the discovery and development of workers and employees in the enterprise at the time they are required. It involves locating,maintaining and contacting the sources of manpower.
EDWIN B. FLIPPO – “Recruitment is the process of searching for prospective employees and stimulating them to apply for jobs in organization.”
The Recruitment of employees involves the identifications of the sources of personnel, evaluation of different sources available , selection of a particular source and stimulating the prospective candidates to apply for the job so that Right candidates may be obtained for Right job.
1.All selection must be made at a central place of the enterprise.
2.The number of employees to be recruited must be determined well in advance according to the need of enterprise.
3.The qualification experience, terms of services , salaries etc. must be determined well in advances.
4.The abilities of employee must be according to the need of their jobs.
5.Recruitment policy must be fair and flexible.
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Factors affecting RecruitmentThere are a number of factors that affect recruitment. These are broadlyclassified in to two categories:1. Internal Factors;2. External Factors.
External Factors: The external factors include supply of and demand for human resources, employment opportunities and /or unemployment rate, labour market conditions, political and legal requirement and govt. Policies, social factors, information systems etc.
Socio economic factors; Supply and demand factors; Employment rate; Labour market conditions; Political, legal and governmental factors;
Internal Factors: The internal factors include the company’s pay package including salary, fringe benefits and incentives, quality of work life, organizational culture, career planning, growth opportunities, size of the company, company’s product and services, company’s growth rate, role of trade unions and cost of recruitment.
Company’s pay package; Quality of worklife; Organizational culture; Career planning and growth; Company’s size; Company’s products and services; Geographical spread of the company’s operations; Company’s growth rate; Role of trade unions; Cost of recruitment; Company’s name and fame.
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Various sources of Recruitment :
The sources of Recruitment can mainly be divided into two parts.
[i] Internal source of recruitment.
[ii] External source of recruitment.
[i] INTERNAL SOURCE OF RECRUITMENT :-
Internal recruitment involves a policy of promotion from within the organization that provides motivation and a career path for current employees that helps retain them. Internal recruitment uses recommendations, performance appraisals, advertises on the company Intranet, posts positions on Bulletin Boards and e-mails.
Internal sources of recruitment means the recruitment from within the organization.This source is generally used to fill up the vacancies at medium level of management. The vacancies at various levels can easily be filled up through promotions, transfers, and re-calling of the employees. It offer the challenges before them so that they may try to do their work with the best of their ability and efficiency.It increase their morale and experienced employees to the enterprise.
It attracts young and ambitious people to join the firm.This method is simple and Economical.
Internal Sources are the sources within organizational pursuits. It includes(a) Present permanent employees; (b) present temporary/ casual employees;(c) retrenched or retired employees; (d) dependents or deceased, disabled,retired and present employees; (e) Promotions; (f) Transfers.
Present Permanent Employees: Organizations consider the candidates from this source for higher-level jobs due to: (1) availability of most suitable candidates for jobs relatively or equally to the external source, (2) to meet the trade unions demands; (3) to the policy of the Organisation to motivate the present employees.
Present temporary or Casual employees: Organizations find this source to fill the vacancies relatively at lower levels owing to the availability of suitable candidates or trade and pressures or in order to motivate them on the present job.
Retrenched or Retired employees: Generally a particular Organisation retrenches the employees due to lay-off. The Organisation takes of the candidates for employment from the
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retrenched employees due to obligation, trade union pressure and the like. Sometimes the organizations prefer to re employ their retired employees as a token oftheir loyalty to the Organisation or to postpone some inter personal conflicts for promotion etc.
Dependents of Deceased, Disabled, Retired and Present Employees- Some organizations with a view to developing the commitment and loyalty of build up image provide employment to the dependent(s) of deceased, disabled and present employees. Such organizations find this source as an effective source of recruitment.
Promotions: Most of the internal candidates would be stimulated to take up higher responsibilities and express their willingness to be engaged in the higher level jobs if management gives them the assurance that they will be promoted to the next higher level.
Transfers: Employees will be stimulated to work in the new sections or places if management wishes to transfer them to the places of their choice.
Why do organizations prefer Internal Source? Internal recruitment can be used as a technique of motivation; Morale of the employees can be improved; Suitability of the internal candidates can be judged better than the external candidates as “known devils are better than unknown angles”; Loyalty, commitment, a sense of belongings and security of the present employees can be enhanced; Employee’s psychological needs can be met by providing an opportunity for advancement; Employees economic needs for promotion, higher income can be satisfied; Cost of selection can be minimized; Cost of training, induction, orientation, period of adaptability to the Organisation can be reduced; Social responsibility towards employees may be discharged; Stability of employment can be ensured.
Why organizations don’t prefer internal sources? It often leads to inbreeding and discouraging new blood from entering in an Organisation; There are possibilities that internal source may “dry up”, and it may be difficult to find the requisite personnel from within an Organisation; Since the learner does not know more than the lecturer does, 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. As promotion is based on seniority, the danger is that really capablehands may not be chosen. The likes and dislikes of the management mayalso play an important role in the selection of personnel.
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(ii) EXTERNAL SOURCE OF RECRUITMENT :-
External recruitment brings new employees to the company, but can have a de-motivating effect on current employees. Some companies use both internal and external recruiting to prevent this problem. External recruiting is used to fill most entry level positions. Higher-level applicants may be reached through newspapers, employment websites, trade journals, and magazines. External recruiting is expensive and time consuming and it is difficult to identify the “right” candidate. External Sources are those sources, which are outside the organizational pursuits. These sources include: (1) Campus Recruitment; (2) Private Employment Agencies/ Consultants (3) PublicEmployment Exchanges(4) Professional Associations; (5) Data Banks;(6) Casual Applications; (7) Similar Organizations; (8) Trade Unions;(9) Advertisements; (10) Employee Referrals. Campus Recruitment: different types of organizations like industries, business firms, service organizations, social or religious organizations can get inexperienced candidates of different types from various educational institutions like colleges and universities imparting education in science, commerce, arts, engineering and technology, agriculture. Medicines from the training institutes. Most of the universities and institutes imparting technical education in various disciplines provide facilities for campus recruitment and selection.
Employment Agencies: These agencies or consultants perform the recruitment function on the behalf of a client company by charging fee.Line mangers are relieved from recruitment functions so they can concentrate on their operational activities and recruitment functions are entrusted to a private agency or consultants. These agencies are also called Executive Search Companies.
Public Employment Agencies: The govt. set up Public Employment exchanges in the country to provide information about vacancies to the candidates and to help the organizations in finding out suitable candidates. Public sector and private sector industries have to depend on public employment exchanges for the specified vacancies.
Professional Organizations: Professional organizations maintain complete data of their members and provide the same to various organizations on requisition. They also act as an exchange between their members and recruiting firms in exchanging information, clarifying doubts etc.
Data Banks: The management can collect the bio data of the candidate from different sources like employment exchanges, educational Training Institutes, candidates etc. and feed them in the computer. It will become another source and the company can get the particulars as and when they need.
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Casual Applicant: Depending upon the image of the Organisation, its prompt response, participation of the Organisation in the local activities, level of unemployment, candidates apply casually for the jobs through mail or hand over the applications in Personnel Department. This would be a suitable source for temporary and lower level jobs.
Trade Unions: Generally, unemployed or underemployed persons or employees seeking change in employment put a word to the trade union leader with a view to getting suitable employment due to latter’s intimacy with management.
Similar Organizations: Generally, experienced candidates are available in organizations producing similar products or are engaged in similar business. The management can get most suitable candidates from this source. This would be the most effective source for executive positions and for newly established organizations or diversifies or expanded organizations. Advertising: Advertising is widely accepted technique of recruitment, though it mostly provides one-way communication. It provides the candidates in different sources, the information about the job and company and stimulates them to apply for jobs. It includes advertising through different media like newspapers, magazines of all kinds, radios, television etc.
Employee referrals: Friends and relatives of present employees are also a good source from which employees may be drawn. When the labour market is very tight, large employers frequently offer their employee’s bonuses or prizes for any referrals that are hired and stay with the company for a specific length of time.
Modern sources or techniques of Recruitment:
WALK IN: The busy organizations and the rapid changing companies do not find time to perform various functions of recruitment. Therefore, they advise the potential candidates to attend for an interview directly and without a prior application on a specified place. The suitable candidates among the interviewees will be selected for appointment after screeningthe candidates through tests and interviews.
Consult In: The busy organizations encourage the potential job seekers to approach them personally and consult them regarding the jobs. The companies select the suitable candidates from among such candidates through the selection process.
Head Hunting: The companies request the professional organizations to search for the best candidates particularly for the senior executive positions. The professional organizations search for the most suitable candidates and advise the company regarding the filling up of the positions. headhunters are also called search consultants.
Body shopping: Professional organizations and the hi tech training institutes develop the pool of human resources for the possible employment. The prospective employers contact these organizations to recruit the candidates. Otherwise, the organizations themselves approach the
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prospective employees to place their human resources. These institutions are called body shoppers and these activities are known as body shopping.
Business Alliances: Business alliances like acquisitions, mergers, and takeovers help in getting human resources. In addition, the companies do also have alliances in sharing their human resources on ad-hoc basis.
Tele Recruitment: The technological revolution in the Tele communication helped the organizations to use Internet as a source of recruitment. Organizations advertise the vacancies through the World Wide Web (www) Internet. The job seekers send their applications through e-mail or Internet.
All the vacancies at all the levels , cannot be filled up through internal source is also necessary for all organizations. The recruitment at lower level is made from external sources only.
1.Former Employees :- Former employee means the enployees who have left the organization by any reason or who were terminated because of any reason.if the records, performance and conduct of such employee has been satisfactory and they are willing to come back to the organization, they can be recalled and re-appointed.
2.Friend and Relatives of present Employees :-
This is the most popular source of recruitment, particularly in private enterprises.The vacancies are filled up through the friends and relative of present Employee.
3.Educational Institution :-
Colleges, universities and other Educational Institutions are also an important source of external recruitment.The representatives of the enterprise visit the educational institution and interview the interested and qualified students of their choice.
4.Advertisement :-
Advertisement is the most important source of external source of recruitment .The advertisement may be in the leading News Papers , Magazines etc.This is the most popular source of recruitment. It is very convenient and economical also.
5.Other Companies :-
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Sometimes, the officers of higher cadre working in other companies are appointed by offering them more attractive salaries and perks.
Objectives of recruitment:1. To attract people with multi dimensional skills and experience that suit the present and future organizational strategies.2. To induct outsiders with a new perspective to lead the company.3. To infuse fresh blood at all levels of the Organisation.4. To develop an organizational culture that attracts competent people to the company5. To search or head hunt/ head pouch people whose skills fit the company’s values6. To devise methodologies for assessing psychological traits7. To seek out non-conventional development grounds of talent.
SELECTIONSelection procedure is concerned with securing relevant information about an applicant. The objective of the selection decision is to choose the individual who can most successfully perform the job from the pool of qualified candidates.
The Selection Process
Selection is the process that starts with a pool of applicants and funnels them down to the choice of a final candidate. Although the sequence of steps may not be the same, the goal is to select the best candidate for the job using the established criteria.
Screening criteria should be based on the job description and specifications. 1. Screening applications and resumes starts eliminating applicants. At every stage in the selection process, it is vital that applicants not be disqualified for any non-job related reason because of legal and ethical concerns. The same criteria and questions should be used for each. 2. Laws such as the Civil Rights Act (1964 and 1991), the Americans with Disabilities Act (1991), and the Equal Employment Opportunity (EEO) laws and regulations govern the way decisions are made. Their goal is to prevent discrimination against people and groups because of age, gender, race, religion, and national origin. 3. Applicant testing often uses standardized tests to determine an applicant’s skill levels and job knowledge, physical ability, intelligence, personality, or health.
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4. The Interview Process is expensive and time consuming, so most companies try to limit the number of candidates they interview. 5. Structured or non-directive interviewing may be used, or a combination of the two forms, in more than one interview of an applicant. 6. Open-ended questions elicit he most information from an applicant. 7. All interview questions must be job-related and focus on the fit between the applicant, the job, and the company. Interviewers must be aware of questions that are illegal and avoid them. 8. Making the final selection is important to both candidate and company. The cost of recruiting and training employees is very high, and gets higher the for higher level positions. It is important to candidates to see that the process is fair and legal.
SELECTION PROCEDURE
There is no standard selection process that can be followed by all companies in all the areas. Companies may follow different selection techniques or methods depending upon the size of the company, nature of the business, kind and no. of persons to be employed, govt. regulations to be followed etc.Selection procedure has following steps-
1.Application Form: Also known as application blank. This technique iswidely accepted for securing information from the prospectivecandidates. It can also be used as a device to screen the candidates at thepreliminary stage. Information is generally required on the followingitems in the application forms:a) Personal background information;b) Educational attainments;c) Work experiences;d) Salary;e) Personal details;f) References.
2. Written Examination: The organizations have to conduct examination for the qualified candidates after they are screened on the basis of the application blanks so as to measures the candidate’s ability in arithmetical calculations, to know the candidates attitude towards the job, to measure the candidate’s aptitude, reasoning, knowledge in various disciplines, general knowledge and English language.
Preliminary Interview: The Preliminary interview is to solicit necessary in formation from the prospective applicants and to assess the applicant’s suitability to the job. This step is useful as a process of eliminating the undesirable and unsuitable candidates.
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Group Discussions: The technique of group discussion is used in order to secure further information regarding the suitability of the candidates for the job.
applicants are brought around a conference table and are asked to discuss either a case study or a subject matter.
Tests: The next stage in the selection process is conducting different tests. The objective of tests is to solicit further information to assess the employee suitability to the job. The important tests are:
1. Aptitude Tests: These tests measure whether an individual has the capacity or latent ability to learn a given job if given adequate training. Aptitudes can be divided in to general and mental ability or intelligence or specific aptitudes such as mechanical, clerical, manipulative capacity etc. These are:
2. Intelligence Tests: These tests in general measure intelligence quotient of a candidate. In detail these tests measures capacity for comprehension, reasoning, word fluency, verbal comprehension, numbers, memory and space.
3. Mechanical Tests: These tests measure the capacities of spatial visualization, perceptual speed and knowledge of mechanical matter.
4. Psycho meter Tests: These tests measure abilities like manual dexterity, motor ability and eye hand coordination of candidates.
5. Clerical Aptitude: Measure specific capacities involved in office work,items of this test include spelling, computation, comprehension, copying, word measuring etc.
6.Achievement Tests:These tests are conducted when applicants claim to know something as these tests are concerned with what one has accomplished. These tests are more useful to measure the value of specific achievement when an Organisation wishes to employ experienced candidates. These are:
1. Job Knowledge Test: Under this test a candidate is tested in the knowledge of a particular job.2. Work Sample Test: Under this test a portion of the actual work is given to the candidate as a test and the candidate asked to do it.
· Situational Test: This test evaluates a candidate in a similar real life situation. In this test the candidate is asked either to cope with the situation or solve critical situation of the job.
1. Group Discussion: This test is administered through group discussion approach to solve a problem under which candidates are observed in the areas initiating, leading, proposing valuable ideas, conciliating skills, oral communicating skills, co-ordination and concluding skills.
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2. In Basket Test: The candidate in this test is supplied with actual letters, telephone and telegraphic message, reports and requirements by various officers of the Organisation, adequate information about the job and Organisation. The candidate is asked to take decisions on various items based on the in basket information regarding requirements in the memoranda.· Interest Tests: These tests are inventories of the likes and dislikes of candidates in relation to work, job, occupations, hobbies and recreational activities.· Personality Tests: These tests prove deeply to discover clues to an individual’s value system, his emotional reactions, and maturity and characteristic mood.
1. Objective Test: most personality tests are objective tests as they are suitable for group testing and can be scored objectively.
2. Projective tests: Candidates are asked to project their own interpretation of certain standard situations basing on ambiguous pictures, figures etc.,under these tests
Final Interview: Final Interview is usually followed by testing. This is the most essential step in the process of selection. In this step the interviewer matches the information abstained about the candidate through various means to the job requirements and to the information obtained through his own observation during interview.
3.Medical Examination: Certain jobs require certain physical qualities like clear vision, perfect hearing, unusual stamina, tolerance of hard working conditions, clear tone etc. Medical examination reveals whether or not a candidate possesses these qualities.
Reference Checks: After completion of the final interview and medical examination, the personnel department will engage in checking references. Candidates are required to give the names of reference in their application forms. In case the reference check is from the previous employer, information for the following areas may be obtained. They are: job title, job description, period of employment, pay and allowances,
gross emoluments, benefits provided, rate of absence, willingness of the previous employer to employ the candidate again etc.
Final decision by the line manager concerned: The line manager concerned has to make the final decision whether to select or reject the candidate after soliciting the required information through different techniques. A true understanding between the line managers and personnel mangers should be established to take proper decisions.
Employment: Thus, after taking the final decision the Organisation has to intimate the decision to the successful as well as unsuccessful candidates. The Organisation sends the appointment orders to the successful candidates either immediately or after sometime depending upon the time schedule.
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Placement
When once the candidate reports for duty, the Organisation has to place him initially in that job for which he is selected. Immediately the candidate will be trained in various related jobs during the period of probation of training or trial. The Organisation, generally, decides the final placement after the initial training is over on the basis of candidate’s aptitude and performance during the training/probation period. Probation period generally ranges between six months and two years. If the performance is not satisfactory, the Organisation may extend the probation or ask the candidate to quit the job .If the employee performance during the probation period is satisfactory, his services will be regularized and he will be placed permanently on a job.
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Recruitment Policy In Micromap Electronic Systems Pvt Ltd.-
Objective/ Purpose-
The Objective of the Recruitment policy is to have optimal quality and quantity of manpower to drive the company towards achieving its business goal and objective.Recruitment and selecting the right people is of vital importance. The purpose of the policy is to provide the right talent at the right time as per the business requirement.
At micromap electronic system pvt ltd and citycom we aim to enrich our talent pool by sourcing the best talent through internal and external source by following processes that are free from bias and discrimination.
TYPES OF POLICES:-
1. Manpower planning and recruitment
2. Internal job posting
3. Employee referral program
4. Vendor policy
5. Campus recruitment
6. Pre selection verification
7. Joining formalities
8. Probation and confirmation
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1.1 Manpower Planning and Recruitment:
This policy lays down the process and guidelines to be followed for recruitment and annual manpower planning exercise.
1.2 Applicability:
All employees of Micromap Electronic Systems Pvt Ltd. are covered under this Policy.
1.3 Policy Details:
The HR department will manage the manpower planning exercise at the beginning of each business year that is in april.
The HR head in consultation with Department head,shall do a comparative analysis of the present resourse and future predicted resource for each department.
1.4 Approval Process:
1. For The Annual Manpower Planning exercise each Department head must send a projected manpower budget to the HR department,along with the juistification and financial impact of additional manpower required for the coming year by filling up Form 7 A- Annual manpower budgeting Form.
2. HR department will consolidate the manpower number and budget for the entire organization for the coming one year and seek the approval of the CEO for the estsblishment of budget.
3.Approved manpower number for each department shall be communicated to respective department heads.
4.Any department wishing to recruit employee for the approved vacancies shall make a written request to the HR department by filling up Form 7 B – Manpower Requisition Form.
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1.5 Forms to be used:
The following forms should be used for manpower planning and recruitment :
Form 7 A – Annual Manpower Budgeting Form.
Form 7 B – Manpower requisition form.
1.6 Exception to the Policy:
For any hiring decision where the salary payable to the candidate is greater than Rs 500000 the approval must be sought from the CEO even if it is an approved vacancy.
Any other exception must also be approved by the CEO.
2.1 Internal Job Posting:
This policy lays down the process and guidelines to be followed for internal job posting.
2.2 Applicability: All employees of Micromap electronic systems pvt.ltd. are covered under this policy.
2.3 Policy details:
It is responsibility of the HR department to ensure that the vacancies to be filled up are first displayed on the notice board and the company intranet for a period of 2 weeks.
The Internal Job Posting shall include the following details: - Job reference number
- Job descripton
- Location of the job
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- Minimum years of experience required for the position
- Education qualification reqiered for the position
- Last date for submission of application
It is mandatory for an employee to have served the company in his \her current department for a minimum of two year and a minimum of one year in the current role before he\she becomes eligible to apply for internal job postings.
Eligible employee can apply for the job opening by filling up Form 7 C – Application for internal job vacancy.
If an employee applies for a position higher than his\her current position and is selected, his \her grade and designation would be revised immediately but the salary will be reviewed only during the regular salary revision cycle.
2.4 Approval Process:
All applicants must be submitted to the HR department marking the copy to the reporting manager.
If the employee meets the criteria required for the new position, the HR department shall forward the resume to the department head of the indenting department.
The selection process for internal candidate will be similar to the procedure followed at the time of recruiting external candidate, however preference would be given to the internal candidate.
The selected employee will be allowed to move into his\her new position only after approval has been sought from his\her present reporting manager and head of department.
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2.5 Forms to be used :
The following forms should be used to apply for internal job openings:
Application for internal job vacancy.
2.6 Exception to the policy :
Any exception must be approved by the CEO \ HR Head \ Department Head.
3.1 Employee referral Program : This policy lays down the process and guideline to be followed for employee Referral program.
3.2 Applicability :
Members of the HR function
Heads of department
Employees serving the notice period
3.3 Policy Details :
3.4 Scope :
All employee may refer their friends, ex colleagues.
For all benefit of this policy to accure referred employee should join and work for atleast a period of three months, subsequent to which only shall the payment be released. The employee will only be paid if he \ she is still on board post 3 month of the joining of the referred employee.
3.5 process
The process of referring a candidate is as follows:
- Only those position are open for this policy which are announced publicaly by HR department under the provision of this policy. It may be in the form of posters,
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company wide communication over E-mail, public announcement, company websites, intranet or any other appropriate means.
- The employee will get recorded with HR department for its reference and would hand over the resume to HR person for internally advertised position through E – mail only.
- We have created a seprate e –mail id ERP @ ubico .in or ERP @ citycom .in or ERP @ in. micromap electronic system pvt ltd .com for the same and shall be used as proof at the time of payment. HR person would consider the profile on the merit and take it up accordingly.
- You can send your reference for other companies ERP id marking a copy of the same mail to your HR department.
Rewards would be paid as per the following table.this grades mentioned in the table refer to that of the recruited employees.
50% of the referral bonus shall be paid at the time of joining of the referred candidate.Remaining 50% shall be paid after the referred candidate has successfully completed three months in the organization.
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Grade Rewards (in INR)
M 1 - M 2 5,000
M 3 - M 4 10,000
M 5 - M 6 20,000
M 7 - M 8 30,000
All the payment under this policy will be treated as earning and will become taxable.
Each reference shall be clocked inHR department before the stipulated time in open position advertisement. In the event of same candidate being referred parallely by two or more people , principle of “ First come first serve shall apply”.
In case of dispute of any nature , decision of the management shall be final and binding.
3.6 Approval process : All employee referral bonus payment must be approved by the HR Head.
3.7 Forms to be used Not Applicable .
3.8 Exception to the Policy : Approval from the president \ coo \ and head HR will be required for any devation.
Vendor Policy : This policy lays down the process and guideline to be followed for use of recruitment consultants \ vendors for sourcing candidate .
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Policy details :
The HR department is responsible for ensuring a healthy ratio of hiring through internal resources and consultants.
Job opening shall be sent only to pre – approved consultant s\ vendor.
For lower level position the HR department must source candidate through job portals, advertisement in print media, employee referral program and internal job posting.
The HR department is responsible for ensuring that a fovourable rate (usually a percentage of the gross salary of the recruit ) is agreed upon by the company and the consultants.
4.3 Approval Process : Vendor approval process would be laid down and implemented by the HR head.
4.4Forms To Be Used :
Not Applicable.
4.5 Exception to the policy :
Any exception must be approved by the HR head.
5.1 Campus Recruitment :
This policy lays down the process and guideline to be followed for participating in Campus recruitment.
5.2 Applicability : All employee of citycom and micromap electronic system pvt ltd are covered under this policy.
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5.3 Policy Details :
Campus recruitment shall be done for hiring engineering and management trainee.
The recruitment for trainee from various function shall be assimilated in the beginning of the year.
The shortlist of the institute for each year, shall be finalized by the HR head.
The process of selection shall include group discussion, interview and any such method as deemed fit by the HR team from time to time.
The trainees will undergo one year of training . If their performance is found satisfactory they may be absorbed in regular grades after the completion of the training period.
5.4 Approval Process :
The decision on number of trainee to be hired will be taken during the Manpower Planing exercise at the beginning of each year.
The final approving authority shall be the CEO.
5.5 Forms to be used :
Not Applicable .
5.6 Exception to the Policy : Any exception must be approved by the HR head \ CEO
6.1 Pre Selection Verification :
This policy lays down the process and guideline to be followed for verification to be done prior to hiring a candidate.
6.2 Applicability :
All Employee of micromap electronic system pvt ltd and citycom are covered under this policy.
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6.3 Policy Details :
After a candidate has cleared all round of interview and other selection criteria it is the responsibility of the HR department to complete the following verification before offering the appointment letter to the candidate.
Reference check :-
- All candidate who appear for a job interview with the company are required to provide a minimum of two references along with their contact details.
- The HR department shall verify the reference after the candidate accept the offer made by the company.the reference check shall cover areas such as professional expertise, performance level and competencies.
- It is to be noted that the final appointment of the candidate shall be subject to satisfactory reference checks.
- HR will not share the feedback received from the referees with the candidate.
Background verification :-
- The organization reserves the right to intiate background checks which could include but not limited to police verification.
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- Such check , if initiated, would be restricted to candidate applying for position in the top management carde.
- In case of the report confirming any police history, the employment is liable to be terminated.
6.4 Approval Process: Not Applicable
6.5 Forms to be used: Not Applicable.
6.6 Exception to the policy:
Any exception must be approved by the HR head.
7.1 Joining Formalities:
This policy lays down the process and guideline to be followed for completing the joining formalities for a new recruit.
7.2 Applicability: All employees of Micromap Electronic Systems Pvt. Ltd. are covered under this policy.
7.3 Policy Details:
Before an employee joins it is the responsibility of the HR department to make the following arrangement for him\ her.
- Allotment of work desk and computer.
- Telephone and internet connection.
- Induction program schedule.
- Welcome kit.
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The organization will reimburse the expenses of travel to the plan of joining for the new employee , his \ her spouse , children and wholly dependent parents as per grade eligibility.
On the first day of employment the employee must report to the HR department. The HR department shall provide the employee with a joining form .The employee
must fill up the form and attach the following document along with it.
- Relieving letter from the previous employer, if applicable.
- Photocopies of last three month’s salary slips.
- Proof of notice period buy out ,if applicable
- Copies of educational certificates.
- 2 passport size photograph.
- Copy of his \ her photo Id.
- Insurance applicable Form.
- Bank account applicable form or detail of existing bank account he \ she wishes to receive the salary into the existing bank account.
- Provident fund declaration form.
- Provident fund transfer \ nomination form.
- Gratuity nomination form.
- Form 16(form 16 is a declaration of TDS (tax deduction at source) issued by the previous employer), if applicable
- Form 12(b) (form 12(b) is a self – declaration detailing salary and TDS in previous employment , if applicable.
All new joinees shall under go induction training, as outlined in the learnig and development policy, to familiarize them with the company and to ease their transition.
7.4 Approval Process:
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Not Applicable .
7.5 Forms To be used:
To be provided in the welcome kit .
7.5 Exception to the policy:
Any exception must be approved by the HR Head \ CEO.
Probation and confirmation: This policy lays down the guideline for probation period and confirmation of employees.
Applicability:
All employee of Micromap Electronic Systems Pvt. Ltd. are covered under this policy.
Policy Details:
All employee who join the company will be on probation for a period of 3 months.during this period the employee performance will be evaluated, and if found satisfactory, the employment will be confirmed on completion of the probationary period.
During the probation period , either party can terminate the appointment by giving one month’s notice.
If the performance of an employee is not satisfactory or it has not been possible to assess his \ her performance or potential , the probation period may be extended by 1 month .only one extension is permissible .
All extensions after prior approval from the head of department.
Approval Process:
All confirmation shall be approved by the respective Heads of department and the HR head .
Forms to be used:
Not Applicable.
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Exception to the policy:
Any other exception must be approved by the HR Head \ CEO.
HUMAN RESOURCE DEPARTMENTOf
MICROMAP ELECTRONIC SYSTEMS PVT LTD
48 Head
Bad Recruitment
The entire effort, time, cost and resources that are spent in the recruitment process, go wasted if the recruitment turns out to be a “bad recruitment.” A bad recruitment is one where the hired candidate is not able to do justice to the role/job assigned to him/leaves the organization very soon/the cost of recruitment is higher than the value addition that the new employee is expected to do in the organization etc. In such a scenario the entire purpose of recruitment is defeated,
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Manager-HR
Senior Executive-HR(Recruitment & Selection)
Senior Executive – HR( Pay Roll)
Senior Executive-HR (ESI)
Executive Assistant-HR
hence at the time of recruiting the HR manager should all the time have at the back of his mind that his recruitment should not turn out to be a bad recruitment.
Bad recruitment occurs in 3 situations:
Cannot do: The person lacks the skills required. Will not do: The person lacks attitude. Does not know what to do: The person lacks the knowledge.
Cost of Bad Recruitment
1. Direct Recruitment Costs Advertising Travel and stay Time costs of people concerned
2. Induction Costs Administrative costs
3. Stabilization Costs Learning time Mentoring and Team time
4. De – Motivation Costs Unproductive time Other people leaving Team loss
5. Client Related Internal/External Client loss Future business loss
6. Leaving Costs
Other people leaving Handover costs
Why Bad Recruitment Occurs?
Recruitment has acquired immense importance in today’s organizations. Organizations have realized the Value of human capital and its role in their development. Recruitment is the first step in the process of acquiring and retaining human resources for an organization. In today’s rapidly changing business environment organizations have to respond quickly to requirements for people.
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Bad recruitments affect the company and the individual. The wrong person doing the wrong job is harmful to the companies. Yet in all cases, the cause of the bad recruitment can be traced to one of the following reasons:
Poor analysis of job function.Poor analysis of necessary personality – skill profile Inadequate initial screeningInadequate interviewing techniquesInadequate questioning techniquesPoor utilization of second opinionsReferences were not checkedOther issues like Halo Effect, Stereotyping, Similar-to-me Effect, First Impression etc should also be evaluated.
Reference check:-
All candidates who appear for a job interview with the company are required to provide a minimum of two references along with their contact details.
The HR department shall verify the reference after the candidate accept the offer made by the company. The reference check shall cover areas such as professional expertise, performance level and competencies.
It is to be noted that the final appointment of the candidate shall be subject to satisfactory reference checks.
HR will not share the feedback received from the referees with the candidate.
My work In The Reference Check:-
I used to do a reference check of the candidate, who has accepted the offer made by the company.
I used to make a call / telephonic call to the person, for the reference check of the joinee.
Refernce check is done by giving the brief introduction about the organization.And further started the process by filling the reference check form.
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Reference check form :-
Reference check form contain some of the question related to the candidate.
Question / Answer round took 10 to 15 min. To complete the process.
Tips to be follow:-
Some time person don’t have time to answer the Question, And give justification about the Answer,So,the respondent must Quickly handle the task.
The respondent must Thanks to the person for giving their precious time to us.
Reference check form
Name of Employee\ Candidate :
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Phone number :
Designation :
Name Of Person To Whom the reference check is done :
Designation :
1.How long have you known to the candidate ?
2.The skills of the candidate About some Specific Area Like Technical, Electronic, ?
3. Now you Have to Rate The Candidate From 1 to 5. 1 is Poor Rating And 5 is Excellent \ Highest ?
- How is He \ She with Her Collegues ?
1 2 3 4 5
Justify :
- How He \ She is towards His \ Her Customer ?
1 2 3 4 5
Justify :
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- How Much He \ She is Dedicated towards His \ Her Work ?
1 2 3 4 5
Justify :
- How Much He \ She is known About the Market Knowledge ?
1 2 3 4 5
Justify :
- How Much He \ She is Loyal \ Honest towards His \ Her work ?
1 2 3 4 5
Justify :
4. How Was He \ She Attitude towards His organization ( Positive\ negative) ?
1 2 3 4 5
Justify :
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5.Why did the candidate leave His \ Her Last Organization ?
Justify :
6. If Given a Chance will You Re hier the candidate Again ?
Justify :
Detail of Reference check :-
These are the details of reference check which DEEPTI KUMARI have done.
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S.NoPosition in Company
Name Mobile
1 JoinedMrs. Asha Sharma
9839009422
2 JoinedMr. Jagdish Singh
9838078055
3 JoinedMr.H.S.Chauhan
9918610345
4 Joined O.P.Maurya 9453793246
5 JoinedMr. Motilal
9437826538
6Joined
Dhruv Maurya 9621699629
7 Joined Mr. Amit kumar Chudhary 9454140317
8 JoinedMr.Harish
9935814436
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9 JoinedMr. Ramendra
9451665832
10 JoinedMr. Neeraj
9026263998
11 JoinedMr. Prabhat
9026247537
12 JoinedMr. Jitendra
9839532810
1- ARE JOB PORTALS BEST SOURCE OF FINDING THE CANDIDATE
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Particulars Yes
No Others: References
55 %
Consultants 10 %Campus 5 %
Consultants : 10 %
Job Portals : 30 %
Reference : 55 %
Campus : 5 %
These are the total number of candidate selected by the Micromap electronic system pvt ltd, from consultant 10 %, job portal 30 % , reference 55 %, campus 5 %.
2-MINIMUM NUMBER OF CALLS MADE TO THE CANDIDATE IN ONE WEEK
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Less than 15Between 15-20More than 20
5 % recruiters make at least less than 15 calls in a week and 22 %make at least 15-20 calls in a week, 30% recruiters make more than 20 calls in a week.The chart indicate that More Than 20 calls are Made to the Candidate in one Week.
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5
22
30
0
5
10
15
20
25
30
less than 15
between 15-20
more than 20
3- PERCENTAGE OF RESUME FORWARDED FOR FORMATING PURPOSES
Particulars5 5-10Above 10
This table indicates that only 5 of the resume is Forwarded for the Formating purpose.
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4- DURATION OF CALL PROCEDURE
Particulars15 minutes 6 26Between 15-20 minutes 21 61More than 20 minutes 3 13
15% recruiters conduct telephonic interview for 15 minutes, 61% recruiters conduct telephonic interview between 15-20 minutes and 13% recruiters conduct telephonic interview for more than 20 minutes
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5- % OF CANDIDATES SELECTED BY THE MICROMAP ELECTRONIC SYSTEMS PVT LTD.
ParticularsBelow 40% 40-80%above 80%
Engineers - 2 job sites
CSA - 3 Job sites
Sales - 3 Job sites
1 consultant 2 reference
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These are the data and the number of the candidate filled by the Company,through various sources like consultanat, job sites, references. And also these are the post filled by the candidate requirement.
Retail sales – Reference Human resourse – Reference
Revenue Asurance – Refernces.
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6- PERCENTAGE OF BIO-DATA REJECTED
Particulars20%20-50% Above 50%
20% of bio data are rejected by 30% of recruiters, between 20-50% of bio-data are rejected by 70% of recruiters and above 50% of resumes are rejected by zero.
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7- MINIMUM % OF CANDIDATE SELECTED IN THE TELEPHONIC ROUND WITHIN ONE MONTH
ParticularsBelow 20% 520-50% 1550-70% 10Above 70% 0
16.6% recruiters below 20% candidates are selected in the telephonic round within one month, according to 50% recruiters in 20-50% candidates are selected in the telephonic round within one month,50-70% candidates are selected in the telephonic round within one month are 33.3 %and above 70% no candidate is selected.
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8- IS TELEPHONIC INTERVIEW SUFFICIENT TO JUDGE THE OVER ALL CAPABILITIES OF A CANDIDATE
ParticularsYesNo
60% say NO and 40 % say Yes, telephonic interview is not sufficient to judge the over all capabilities of the candidate.
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LIMITATIONS OF THE STUDY
1. Face to face communication with the candidates applying for the jobs was not possible as all the interviews were conducted on the telephone itself.
2. Sample size was small so the findings cannot be generalized.3. Recruiters were reluctant to give sufficient information for the study.4. Analysis of data obtained from the questionnaires was done on the assumption that the
respondents gave correct information.
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SUGGESTIONS
Tips to be a successful recruiter:-
Spend time to understand the requirement
Pick up right keywords from the requirement for search
Judge candidate's commitment level learn how to qualify a candidate
Learn how to qualify a candidate
Be fast-do not spend unnecessary time on a requirement
Learn to Multitask
Have clear understanding of the documentation and contracts
Develop good listening skills, negotiating skills and analytical skills
Be patient
As the interview with the candidates applying for the jobs is conducted on the telephone only so communication skills play a very major role because the recruiter is communicating with a person who is from another country. Therefore, there should be no communication gaps.
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BIBLIOGRAPHYBIBLIOGRAPHY
* http://www.yahoo.com
* http://www.google.com
* www.micromaponline.com
* Human Resource Management by Chhabra T.N.
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ANNEXUREQUESTIONNAIRE
Q1) Name of the employee:
Q2) Recruiter code :
Q3) Are job portals the only best source of finding the candidates?
Yes: No : Mention, if some other source/sources is/are there: Q4) In one day at least how many calls are made by the you (recruiter)?
less than 15 :
between 15 - 20 :
more than 20 :
Q5) Number of resumes forwarded to the manager for formatting Purpose in a day:
5 :
5-10 :
above 10 :
Q6) Duration of the call procedure:
15 mins :
Between 15-20 mins. :
More than 20 mins. :
Q7) At least how much percentage of candidates are selected by the clients Of Dabur India Ltd.
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Below 40% :
40-80% :
above 80% :
Q8) Percentage of bio-data rejected, submitted by the candidates:
20% :
20-50% :
above 50% :
Q9) How many candidates are selected in the telephonic interview round?
20-50% :
50-70% :
Above 70% :
Q10) Do you think that telephonic interview is sufficient to judge the overall Capabilities of the candidate?
Yes :
No :
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