Blackbook Pooja Malde.docx

A PROJECT REPORT ON RECRUITMENT PROCESS

SUBMITTED BY:POOJA L. MALDE SEAT NO:

TYBMS SUBMITTED TO THE UNIVERSITY OF MUMBAI IN PARTIAL REQUIREMENT LEADING TO A DEGREE IN BACHELOR IN MANAGEMENT STUDIES

THE SIA COLLEGE OF HIGHER EDUCATION DOMBIVLI (EAST) 2018-2019

PROJECT GUIDE DR.PADAMAJA ARVIND

A PROJECT REPORT ON RECRUITMENT PROCESS

SUBMITTED BY:POOJA L. MALDE SEAT NO:

TYBMS SUBMITTED TO THE UNIVERSITY OF MUMBAI IN PARTIAL REQUIREMENT LEADING TO A DEGREE IN BACHELOR IN MANAGEMENT STUDIES

THE SIA COLLEGE OF HIGHER EDUCATION DOMBIVLI (EAST) 2018-2019

PROJECT GUIDE DR.PADMAJA ARVIND

1

DECLARATION

I, Pooja Lalit Malde the student of T.Y.B.M.S. Semester VI (2018-2019) hereby declare that I have completed the project on Recruitment Procedure. The information submitted is true and original to the best of my knowledge.

________________ Signature of the Student [POOJA MALDE] THE SIA COLLEGE OF HIGHER EDUCATION PLOT NO-P-88, MIDC, Residential zone. Dombivli gymkhana road, sagarli DOMBIVLI (EAST)-421201

2

The SIA College of Higher Education. P88, MIDC Residential Area Dombivli Gymkhana Road, Near Balaji Mandir, Dombivli (East) 421203. Email: [email protected] ________________________________________________________________ CERTIFICATE

I, DR.PADMAJA ARVIND, hereby certify that Ms. POOJA MALDE, Seat no:of The SIA College of Higher Education of TYBMS has completed her project, titled ‘RECRUITMENT PROCESS ‘in the Academic Year 2018-2019. The information submitted here in is true and original to the best of my knowledge.

COURSE CORDINATOR

PROJECT GUIDE EXAMINER

PRINCIPAL

EXTERNAL

3

ACKNOWLEDGEMENT

To list who all have helped me is difficult because they are so numerous and the depth is so enormous. I would like to acknowledge the following as being idealistic channels and fresh dimensions in the completion of this project. I take this opportunity to thank the UNIVERSITY OF MUMBAI for giving me chance to do this project. I would like to thank my Principal, DR.PADMAJA ARVIND,for providing the necessary facilities required for completion of this project. I take this opportunity to thank our Coordinator_______________, for her moral support and guidance. I would also like to express my sincere gratitude towards my project guide DR.PADMAJA ARVIND , whose guidance and care made the project successful. I would like to thank my College Library, for having provided various reference books and magazines related to my project. Lastly, I would like to thank each and every person who directly or indirectly helped me in the completion of the project especially my Parents and Peers who supported me throughout my project.

4

TABLE OF CONTENTS

Sr. no Name of the topic

Page no

1

INTRODUCTON

7-35

2

ABOUT THE ORGANISATION

36-39

3

INTERNSHIP AT THE SOURCE IT

40-42

4

LITERATURE REVIEW

43-46

5

RECRUITMENT PROCESS OFTHE SOURCE IT

47-64

6

CLIENTS

65-66

7

CONCLUSION

67-68

8

BIBLIOGRAPHY

69

5

ABSTRACT This internship report based on Ten days of period’s internship program that I had successfully completed in The Source IT under Human Resource Division from 11.06.18 to 21.06.18as a requirement of my BMS program. Established in 2012, The source IT is a combination of two successful venture, UNH Management Services Pvt . &KNS Associates. The objective of the report is to identify how theories and concepts are discussed in my educational program can be practiced in the respect of recruitment procedure at source it. As usual , primary data and secondary data were used to prepare this project .Primary data came from my day to day observation and interviewing employee .secondary was collected by organisation employee hand book ,Website, and relevant books. I tried to minimize to bias and produce an un biased report. The idea of getting started with Source IT was to simplify all HR related services using web based technologies under one roof .They are young , dynamics focus integrated consulting company providing an innovative strategic ,and technology based approach for total HR services and compliance solutions .This report tried to look on how and why recruitment procedure have done. This also shows my observation on recruitment process. This report provides some recommendations which may help to improve their process. Finally, the report allows focus on theories and concepts used in the source IT to relate with academic purpose .

6

CHAPTER 1 INTRODUCTION

7

RECRUITMENT Recruitment is defined as, “a process to discover the sources of manpower to meet the requirements of the staffing schedule and to employ effective measures for attracting that manpower in adequate numbers to facilitate effective selection of an efficient workforce.” Edwin B. Flippo defined recruitment as “the process of searching for prospective employees and stimulating them to apply for jobs in the organization.” In simple words recruitment can be defined as a ‘linking function’-joining together those with jobs to fill and those seeking jobs. PURPOSE AND IMPORTANCE The general purpose of recruitment is to provide a pool of potentially qualified job candidates. Specifically, the purposes and needs are:  Determine the present and future requirements of the organization in conjunction with its personnel-planning and job-analysis activities.  Increase the pool of job candidates at minimum cost.  Help increase the success rate of the selection process by reducing the number of visibly, under qualified or overqualified job applicants.  Help reduce the probability that job applicants, once recruited and selected, will leave the organization only after a short period of time.  Begin identifying and preparing potential job applicants who will be appropriate candidates.  Induct outsiders with a new perspective to lead the company.  Infuse fresh blood at all levels of the organization.  Develop an organizational culture that attracts competent people to the company.  Search for talent globally and not just within the company.

8

FACTORS AFFECTING RECRUITMENT

The following are the 2 important factors affecting Recruitment: -

1. INTERNAL FACTORS  Recruiting policy  Temporary and part-time employees  Recruitment of local citizens  Engagement of the company in HRP  Company’s size  Cost of recruitment  Company’s growth and expansion

2)

EXTERNAL FACTORS  Supply and Demand factors  Unemployment Rate  Labour-market conditions  Political and legal considerations  Social factors  Economic factors  Technological factors

9

THEORIES AND POLICIES OF RECRUITMENT Theories: 1. Objective theory 1) Assumes applicants use a very rational method for making decisions 2) Thus, the more information you can give them (e.g. salaries, benefits, working condition, etc), the better applicants weight these factors to arrive at a relative “desirability” index 2. Subjective theory 1) Assumes applicants are not rational, but respond to social or psychological needs (e.g. security, achievement, affiliation) 2) Thus, play to these needs by highlighting job security or opportunities for promotion or collegiality of work group, etc. 3. Critical Contact theory 1) Assumes key attractor is quality of contact with the recruiter or recruiter behaviour, e.g. (promptness, warmth, follow-up calls, sincerity, etc.) 2) Research indicates that more recruiter contact enhances acceptance of offer, also experienced recruiter (e.g. middle-aged) more successful than young or inexperienced recruiter - may be especially important when recruiting ethnic minorities, women, etc. Policies:

Recruitment policy of any organization is derived from the personnel policy of the same organization. However, recruitment policy by itself should take into consideration the government’s reservation policy, policy regarding sons of soil, 10

etc., personnel policies of other organizations regarding merit, internal sources, social responsibility in absorbing minority sections, women, etc. Specific issues which may be addressed in Recruitment Policy: 1) Statement : Non-discrimination (EEO employer) or particular protected class members that may be sought for different positions (see also Affirmative Action guidelines)

2) Position description: Adherence to job description (& qualifications) in recruitment & selection -BFOQ’s -bonafide occupational qualifications

3) How to handle special personnel in recruitment/selection: e.g. relatives (nepotism) veterans (any special advancement toward retirement for military experience?), rehires (special consideration? vacation days or other prior benefits?), part-time or temporary personnel (special consideration? benefits?)

4) Recruitment budget/expenses: what is covered? Travel, Lodging/meals, Staff travel to recruit, relocation, expenses, etc. 5) Others: a. Residency requirement in district? b. Favours, special considerations related to recruitment? - e.g. get spouse a job?

11

INDUCEMENTS TO RECRUITMENT Organisational inducements are all the positive features and benefits offered by an organization that serves to attract job applicants to the organisation. Three inducements need specific mention here, they are: Compensation: Starting salaries, frequency of pay increases, incentives and fringe benefits can all serve as inducements to potential employees.  Career Opportunities: These help the present employees to grow personally and professionally and also attract good people to the organization. The feeling that the company takes care of employee career aspirations serves as a powerful inducements to potential employees.  Image or Reputation: Factors that affect an organisation’s reputation include its general treatment of employees, the nature and quality of its products and services and its participation in worthwhile social endeavours.

12

CONSTRAINTS  Poor image: If the image of the firm is perceived to be low( due to factors like operation in the declining industry, poor quality products, nepotism etc), the likelihood of attracting large number of qualified applicants is reduced.  Unattractive jobs: if the job to be filled is not very attractive, most prospective candidates may turn indifferent and may not even apply. This is especially true of job that is boring, anxiety producing, devoid of career growth opportunities and generally not reward performance in a proper way( eg jobs in post office and railways).  Government policy: Government policies often come in the way of recruitment as per the rules of company or on the basis of merit and seniority. Policies like reservations (scheduled castes, scheduled tribe etc) have to be observed.  Conservative internal policies: Firms which go for internal recruitments or where labour unions are very active, face hindrances in recruitment and selection planning.

13

RECRUITMENT- Relationship with other activities

CENTRALISED V/s DECENTRALISED RECRUITMENT Recruitment practices vary from one organization to another. Some organizations like commercial banks resort to centralized recruitment while some organizations like the Indian Railway resort to decentralized recruitment practices. Personnel department at the central office performs all the functions of recruitment in case of centralised recruitment and personnel departments at unit level/zonal level perform all the functions of recruitment concerning to the jobs of the respective unit or zone.

SOURCES OF RECRUITMENT The sources of recruitment may be broadly divided into two categories: internal sources and external sources. Both have their own merits and demerits. 14

Internal Sources:Persons who are already working in an organization constitute the ‘internal sources’. Retrenched employees, retired employees, dependents of deceased employees may also constitute the internal sources. Whenever any vacancy arises, someone from within the organization is upgraded, transferred, promoted or even demoted.

External Sources External sources lie outside an organization. Here the organization can have the services of: (a) Employees working in other organizations; (b) Jobs aspirants registered with employment exchanges; (c) Students from reputed educational institutions; (d) Candidates referred by unions, friends, relatives and existing employees; (e) Candidates forwarded by search firms and contractors; (f) Candidates responding to the advertisements, issued by the organization; and (g) Unsolicited applications/ walk-ins.

Merits and Demerits of ‘Recruiting people from ‘within’ Merits

1)

Demerits

Economical: The cost of recruiting 1)

Limited Choice: The organization

internal candidates is minimal. No

is forced to select candidates from a

expenses are incurred on advertising.

limited pool. It may have to sacrifice

2) Suitable: The organization can pick

quality and settle down for less

15

the right

candidates

having the

qualified candidates.

requisite skills. The candidate can 2) Inbreeding: It discourages entry for choose a right vacancy where their talented people, available outside an talents can be fully utilized. organization. Existing employees 3)

Reliable: The organization has the

may fail to behave in innovative

knowledge about suitability of a

ways and inject necessary dynamism

candidate for a position. ‘Known

to enterprise activities.

devils are better than unknown 3) Inefficiency: Promotions based on angels!’ length of service rather than merit, 4)

Satisfying: A policy of preferring

may prove to be a blessing for

people from within offers regular

inefficient candidate. They do not

promotional avenues for employees.

work hard and prove their worth.

It motivates them to work hard and earn promotions. They will work with loyalty commitment and enthusiasm.

4)

Bone of contention: Recruitment from within may lead to infighting among

employees

aspiring

for

limited, higher level positions in an organization. As years roll by, the race for premium positions may end up in a bitter race.

The merits and demerits of recruiting candidates from outside an organization may be stated thus:

16

MERITS

AND

DEMERITS

OF

EXTERNAL

SOURCES

OF

RECRUITMENT Merits

Demerits

Wide Choice: The organization has the Expenses: Hiring costs could go up freedom to select candidates from a substantially. large

pool.

Persons

with

Tapping

multifarious

requisite sources of recruitment is not an easy task

qualifications could be picked up.

either.

Infection of fresh blood: People with Time consuming: It takes time to special skills and knowledge could be advertise, screen, to test and test and to hired to stir up the existing employees select

suitable

employees.

Where

and pave the way for innovative ways of suitable ones are not available, the working. Motivational

process has to be repeated. force:

It

helps

in De-motivating:

Existing

employees

motivating internal employees to work who have put in considerable service hard

and

compete

with

external may resist the process of filling up

candidates while seeking career growth. vacancies from outside. The feeling that Such a competitive atmosphere would their services have not been recognized help an employee to work to the best of by the organization, forces then to work his abilities.

with less enthusiasm and motivation.

Long term benefits: Talented people Uncertainty: There is no guarantee that could join the ranks, new ideas could the organization, ultimately will be able find

meaningful

expression,

a to

hire

the

services

of

suitable

competitive atmosphere would compel candidates. It may end up hiring people to give out their best and earn someone who does not fit and who may

17

rewards, etc.

not be able to adjust in the new setup.

METHODS OF RECRUITMENT Internal Methods: 1. Promotions and Transfers

This is a method of filling vacancies from internal resources of the company to achieve optimum utilization of a staff member's skills and talents. Transfer is the permanent lateral movement of an employee from one position to another position in the same or another job class assigned to usually same salary range. Promotion, on the other hand is the permanent movement of a staff member from a position in one job class to a position in another job class of increased responsibility or complexity of duties and in a higher salary range.

Job Posting:

Job Posting is an arrangement in which a firm internally posts a list of open positions (with their descriptions and requirements) so that the existing employees who wish to move to different functional areas may apply. It is also known as Job bidding. It helps the qualified employees working in the organization to scale new heights, instead of looking for better perspectives outside. It also helps organization to retain its experienced and promising employees.

Employee Referral:

18

It is a recruitment method in which the current employees are encouraged and rewarded for introducing suitable recruits from among the people they know. The logic behind employee referral is that “it takes one to know one”. Benefits of this method are as follows:  Quality Candidates  Cost savings  Faster recruitment cycles  Incentives to current employees On the other hand it is important for an organization to ensure that nepotism or favouritism does not happen, and that such aspects do not make inroads into the recruitment process. External Methods: External methods of recruitment are again divided into two categories- Direct External Recruitment and Indirect External Recruitment methods.

DIRECT EXTERNAL RECRUITMENT METHOD

Campus Recruitment In Campus Recruitment, Companies / Corporate visit some of the most important Technical and Professional Institutes in an attempt to hire young intelligent and smart students at source. It is common practice for Institutes today to hire a Placement Officer who coordinates with small, medium and large sized Companies and helps in streamlining the entire Campus Recruitment procedure. Benefits of Campus Recruitment

19

 Companies get the opportunity to choose from and select the best talent in a short span of time. 1. Companies end up saving a lot of time and efforts that go in advertising vacancies, 2. screening and eventually selecting applicants for employment 3. College students who are just passing out get the opportunity to present themselves to some of the best companies within their industry of interest. Landing a job offer while still in college and joining just after graduating is definitely what all students dream of. 4. On the negative front, campus recruiting means hiring people with little or no work experience.

INDIRECT EXTERNAL RECRUITMENT METHOD

Advertisement

Advertisements are the most common form of external recruitment. They can be found in many places (local and national newspapers, notice boards, recruitment fairs) and should include some important information relating to the job (job title, pay package, location, job description, how to apply-either by CV or application form, etc). Where a business chooses to advertise will depend on the cost of advertising and the coverage needed i.e. how far away people will consider applying for the job.

Third Party Methods  Walk-ins: Walk-ins is relatively inexpensive, and applicants may be filed and processed whenever vacancies occur. Walk-ins provide an excellent 20

public relations opportunity because well-treated applicants are likely to Sin form others. On the other hand, walk-ins show up randomly, and there may be no match with available openings. This is particularly true for jobs requiring specialized skills.  Public and private employment agencies: Public and private employment agencies are established to match job openings with listings of job applicants. These agencies also classify and screen applicants. Most agencies administer work-sample tests, such as typing exams, to applicants.  E-Recruiting: There are many methods used for e-recruitment, some of the important methods are as follows:

a. Job boards: These are the places where the employers post jobs and search for candidates. One of the disadvantages is, it is generic in nature. b. Employer websites: These sites can be of the company owned sites, or a site developed by various employers. c. Professional websites: These are for specific professions, skills and not general in nature.  Gate Hiring and Contractors: The concept of gate hiring is to select people who approach on their own for employment in the organization. This happens mostly in the case of unskilled and semi-skilled workers. Gate hiring is quite useful and convenient method at the initial stage of the organization when large number of such people may be required by the organization

DEVELOP

AN

EFFECTIVE

RECRUITMENT

STRATEGY

EVALUATION OF SOURCES OF RECRUITMENT 21

Time-lapse data: They show the time lag between the dates of requisition for manpower supply from a department to the actual date of filling the vacancies in that department. For example, a company's past experience may indicate that the average number of days from application to interview is 10, from interview to offer is 7, from offer to acceptance is 10 and from acceptance to report for work is 15. Therefore, if the company starts the recruitment and selection process now, it would require 42 days before the new employee joins its ranks. Armed with this information, the length of the time needed for alternative sources of recruitment can be ascertained - before pinning hopes on a particular source that meets the recruitment objectives of the company.

Yield ratios: These ratios indicate the number of leads/ contacts needed to generate a given number of hires at a point at time. For example, if a company needs 10 management trainees in the next six months, it has to monitor past yield ratios in order to find out the number of candidates to be contacted for this purpose. On the basis of past experience, to continue the same example, the company finds that to hire 10 trainees, it has to extend 20 offers. If the interview-to-offer ratio is 3:2, then 30 interviews must be conducted. If the invitees to interview ratio is 4:3 then, as many as 40 candidates must be invited. Lastly, if contacts or leads needed to identify suitable trainees to invite are in 5:1 ratio, then 200 contacts are made.

Surveys and studies: Surveys may also be conducted to find out the suitability of a particular source for certain positions. For example', as pointed out previously, employee referral has emerged as a popular way of hiring people in the Information Technology industry in recent times in India. Correlation 22

studies could also be carried out to find out the relationship between different sources of recruitment and factors of success on the job. In addition to these, data on employee turnover, grievances, and disciplinary action would also throw light on the relative strengths of a particular source of recruitment for different organizational positions. Before finally identifying the sources of recruitment, the human resource managers must also look into the cost or hiring a candidate. The cost per hire can be found out by dividing the recruitment cost by the number of candidates hired.

DIFFICULTIES IN RECRUIT PROCOCESS  Talent Acquisition  Retention of Employees  Expensive  Time Constraint  Budget  Managing Low attrition rate

CHALLENGES IN RECRUITMENT  Talent Shortage  Attrition rate  Remoteness of job  Reservations and govt.policies

23

STEPS OF RECRUITMENT PROCESS CAN BE DONE BY TWO WAYS  Recruitment for Fresher: 1. Written/aptitude 2. Group Discussion 3. Technical Interviews 4. HR Interviews  Recruitment process for higher post: 1. Psychometric Test 2. Business Game 3. HR interviews:  environment  Supply and demand of specific skill  Unemployment rate  Legal and political considerations  Company’s Image  Internal environment  Company’s policy  HRP  Cost of hiring

24

RECRUITMENT POLICY SOURCE IT

RECRUITMENT POLICY

Recruitment Policy asserts the objectives of the recruitment and provides a framework of implementation of the recruitment program in the form of procedures. Recruitment and selection Policy of Source IT is such that:  It focuses on recruiting the best potential people.  It ensures that every applicant and employee is treated equally with dignity and respect.  It aid and encourage employees in realizing their full potential.  It’s transparent, task oriented and merit based selection.  It gives weightage, during selection, to factors that suit organization needs.  It Optimize manpower at the time of selection process.  It defines the competent authority to approve each selection.  It abides by relevant public policy and legislation on hiring and employment relationship.  It integrates employee needs is India’s leading staffing company and provides a range of manpower solutions to over 1000 clients. The workers who are deputed to various companies who prefer to outsource their HR operations. The work for the company they are assigned to but are on the payroll of the staffing  Recruit as per Client requirement and assign them to Client or Transfer candidate identified by client on to  Co-employment relationship between the Client, Associate and Denave India pvt ltd.

25

 Manage HR Administration, Payroll and Regulatory activities. Benefit for Client As business these days grow on a confounding rate, outsourcing the basic functions like recruiting becomes a common thing. The need for flexi staffing is on demand and in such a scenario Denave India pvt ltd renders these services to its Clients. A much defined process spans into four distinct stages,  Initialization  Transition  Operations  Relationship Management.

26

Methods or Techniques of Recruitment Direct Method These include sending recruiters to educational and professional institutions, employees’ contacts with public and manned exhibits. Most college recruiting is done in co-operation with the placement office of the college. The placement office usually provides help in attracting students, arranging interviews, furnishing space and providing student résumés. For managerial, professional and sales personnel, campus recruiting is an extensive exercise. For this purpose, carefully prepared brochures describing the organizing and the job it offers are distributed among the students, before the interviewer arrives. Indirect Method These methods involve mostly advertising in newspapers, websITES, radio, in trade and professional journals, technical magazines and brochures. Companies advertise when qualified or experienced personnel are not available from other sources.

Third Party Method These include the use of commercial or private employment agencies, state agencies and placement offices of colleges, recruiting firms, management consulting firms, friends and relatives.

Professional Organizations:

27

These organizations maintain a pool of human resource for possible employment. These firms are also called ‘head hunters’, ‘raiders’ and pirates by organizations who lose personnel thought their efforts. Fundamentally there are two distinct steps of recruitment and each is a comprehensive process in itself. Preparation Know your client Learning about companies is valuable because knowing what a company values will help an agent to assess the candidates better. Pertinent information about the processes of the company would also help you analyze CVs and find the right candidate. This can be done by reading the corporate website or calling the company for further information or using your own network and find out the ‘work culture’. This will help one to know about the history of the company, their core values, their clients and processes, the benefits employees can enjoy and the career growth chart. When one has knowledge about these vital parameters, it becomes easier to assess a resume based on these parameters. Moreover, when one is equipped with such vital information about the company and the job profile, it helps to motivate and mould the suitable but reluctant candidates to attend the interview. Analyse the Job Description (JD) A job description is a written record of the duties, responsibilities and requirements of a particular job. It is concerned with the job itself and not the work. It is a statement describing the job in such terms as “Title, location, duties, working condition and hazards”. An updated job description is essential for a good selection interview. It helps one to explain the nature of work to the prospective candidate properly without any over or under commitment. This 28

also helps to put the candidate, the client company and the agent on the same platform. Prepare a Job Specification (JS) It is a written record of the requirements sought in an individual worker for a given job. In other words, it refers to a summary of the personal characteristics required for a job. Once the agent knows what the job is, then he can decide what kind of person he/she would need to do it. Sometimes the job specification is already prepared and given by the client along with the job description. In such a case, the job of the agent becomes easier. The job specification is for the benefit of the employees working in Denave. It is ready reference to check on the requirements that one needs to keep in mind while sourcing for the different clients. It makes the whole task easier and more convenient. Implementation Sourcing: Sourcing is the most of all recruitment activities. It is also difficult being monotonous in nature. A recruiter needs to be self-motivated to do the job. The sourcing takes place in different levels and in all the verticals of the industry. The procedures involved are discussed below. Even before sourcing is started, it is very important to have a clear understanding of the requirement of the client company. The recruiter must have all knowledge about the company he/she is about to source for. It makes sure that all the questions that a candidate has regarding the profile or the credibility of the company are satisfactorily answered. Sourcing is defined as the process wherein the recruiter creates a pool of potential candidates to fill up a position. It is the first step of recruitment. Sourcing involves logging on to a job-portal and doing a search for the potential candidates. After the search is generated, the most critical part of sourcing starts. Mainly four steps are involved in Sourcing. They are discussed below: 29

Analyse the Curriculum Vitae (CV): Now is the time to scrutinize the candidate’s resume. It is human nature to generally omit the negative points while creating a resume or to exaggerate the achievements. Though most of the time people are truthful while forming their resumes, others can hide or not mention things that can portrait a negative picture of them. A good CV is one which is precise and presentable. It should contain all details of education and work experience should be arranged in reversed chronological method so as to emphasize on the most recent one. Analysing a CV helps in short- listing a candidate. Match the JD and JS: When a CV has been analysed and is considered as a good one, the next step is to match it with the job description. It is necessary to match it with the profile given by the company. Matching it with the JD gives an idea if the person will be able to serve well in the position or not. Next it is important to match it with the job specification. The JS gives the details of the desired skills and the mandatory skills. These are the criteria for selection. Shortlist the candidate: Once the CV has been matched with the job description and matched with the job specification, CV can shortlisted. Such a candidate is then called in for a face-to-face interview. There is an individual interview of the recruiter and the candidate. In this interview the candidate answers the questions the recruiter asks to be sure that the candidate would suit the profile of the job. Handling the rejected candidates: It is very important how a recruiter manages the rejected candidates. It is important to make the candidate where his lacunas are and what can he do about it. In this way not only the recruiter helps the candidate to correct itself but also 30

helps in creating an association with them which is so very vital in the service industry. Interview Interviews determine if a potential candidate will be a finalist and if he shall suit the job. A lot of things get clear during an interview. A face to face talk with the candidate ensures that the recruiter evaluates the candidate on terms of attitude, confidence and communication. The gaps that seem in the resume are also questioned. The candidate may have an explanation for it. On the other hand if he is lying, then he can be cross-questioned about this. Some of the objectives of interview are:  To get an opportunity to judge an applicant’s qualifications and characteristics as a basic for sound selection and placement.  To give an applicant essential facts about the job and the company you are recruiting for.  To establish a rapport.  To promote goodwill about the company whether interview culminates in employment or not.  To get a real feel of the candidate. The nature of the job determines which of these interviews would suit best. All the interviews are not conducted for all the job profiles. The complexity of the interview depends on the complexity of the job. The telephonic Interview It is said that listening intently gives a good idea of what a person want to say and what a person does not say. The sound, intonations, the varying pressures that a prospective candidate uses while he/she speaks tells a lot about his/her attitude. This in turn helps the recruiter to judge that if the candidate would be suitable for the job or not. Unlike the face-to-face interview where the recruiter 31

can read the non-verbal languages, in a telephonic interview he has to even sharper. Listening to the words used and their tone used gives immense messages about the candidate. As a recruiter, one has to be completely prepared before taking a telephonic interview. The following steps can be kept in mind while taking a telephonic interview: 1) You must keep the CV next to you and make notes while taking the interview. 2) Must prepare a set of questions that would match the JD. 3) To use a call script. This helps in being professional and saves time to in approaching the right candidate. 4) Do not display any negative emotion during the interview. Not to over or under commit anyone. Devise interview questions: Preparation in advance of an interview is essential if one is to make a successful hire. Critical in the preparation process is the development of interview questions that elicit tangible facts from all applicants. Basically, two rules are kept in mind when framing the questions that will indicate whether or not an applicant meets the requirements you established for the position: RULE 1: Ask questions that concentrate on the applicant’s past performance – to permit reliable assumptions about future success. RULE 2: Ask questions that relate directly to at least one of your listed requirements to maximize the information you will gain in the time allotted . General Questions:  Tell me about yourself  What do you about the company? 32

 What are your goals?  What are your strengths and weakness?  What

has

been

your

most

significant

contribution

in

your

college/previous organization?  Why should we hire you? Specific Questions:  How would you resolve a conflict in a project team?  What was experience in previous company?  From how long you are working there?

33

RECRUITMENT REPORT: Origin : The internship report is prepared for making study on “recruitment process’’ at The source IT .It is required to perform internship project for completing of BMS program at Mumbai university . The guideline and preparations of the report was supervised or directed by DR. Padmaja Arvind ,Principle ,at SIA college and I am thankful to her for assigning this project. Aim: The major aim of the report is to recognize and identify how theories and concepts discussed in the BMS program can be applied in the respect of Recruitment process at an organisation in Dombivli . objective : 1 .Describe the organisation and explain the scope of work in recruitment process . 2. To experience different recruitment activities which are followed by The Source IT . 3. Recognise and identify theories and concepts that covered in BMS program are applied in recruitment process. 4. Propose suggestions and recommendations for the practitioner that can help management further to apply best practices in human resource management in the organisation. Methodology : The report is prepared based on using primary and secondary data resources. Primary data was collected by the observing organisation’s recruitment process , interviewing employees while working as intern in human resource division at the source IT .The duration of internship was 11.06 .2018 to 21.06.2018. Secondary data was collected by organisation employee hand book , website , and relevant books.

34

Limitations: The majors limitations that I face during period and preparation of this report as follows : 1. Employees are not allowed to provide sensitive and depth information . 2 . The main constraint of the study was insufficient access to information which has the significantly distributed the scope of the analysis that is required for the study . 3 . As the employees were busy their own duty, they could give a little time for consultation. 4. Time restriction is another important for limitations of study. 5. Published information is not up to date.

35

Chapter 2 About The Organisation

36

Source IT It was Established in 2012. Source IT is a combination of two successful ventures, UNH Management Services Pvt. Ltd. & KNS Associates. The main aim of Source IT was to simplify all the HR related Services using Web based Technologies under one roof. They focus on integrating Consulting company and provide with an Innovative, Strategic and Technology based approach for Total HR Services and Compliances Solutions. The company focus on their customer’s requirement, and provide with wide spectrum of Human Resources solutions. The company provide with various services such PAYROLL PROCESSING SERVICES,LABOUR LAW CONSULTANCY SERVICES, RECRUITMENT, MANPOWER OUTSOURCING. Each services contain 1. PAYROLL PROCESSING SERVICES  Monthly payroll processing.  Monthly reimbursement & income tax processing.  Benefits Structuring.  Attendance & Leave management.  Full and Final Settlement.  Employee Self services . 2. LABOUR LAW CONSULTANCY SERVICES  Registration under various labour laws.  Support and implementation of an effective compliance system.  Compliance Audit of Principle Employer and Contractor.  Web based labour law Management. 3. RECRUITMENT  Recruitment from Entry to Top level Management Bulk Recruitment Process Outsourcing (RPO) . 4. MANPOWER OUTSOURCING  Staff Recruitment (Considering CSR) Selection, joining formalities including Bank account opening Online solutions for Leave, attendance and reimbursement. Manage Salary pay-outs.

37

To simplify all the HR related Services using Web based Technologies under one roof. These days with a lot more competition for getting the best suited job, the need of identifying trustworthy company, that understand your Caliber, Need and Choice is very tough job. Thus, understanding all these factors we have came up with Source IT for you. Source IT will not only help you to get the job of your , Caliber, Need and Choice, but also understand the preferences you want to make and give you options to choose. Thus, Source IT is a mediator between both the ends, and always wants to work and is working with all the power and technologies. We always keep in focus, work of factors such as the Volatile market demands, Increased Governmental Interventions, Tighter deadlines, Accurate and Technology based solutions, etc, as these are the need of time and has to be worked constantly to be updated. Source IT make sure that they are one step forward and ready with the solutions always for such requirements. Thus, it is the One Platform For Both The Ends To Make The Procedure Simple, Easy And Useful. Aim Fulfilling the need of the Employer and Employee using single point of Contact. Vision Cost effective Solutions with 100% Transparency

38

Brief services provided by the source IT , 1.PAY ROLL: "In small business, one person may wear many hats and have many different things to do," notes Rob Esparza of Begley's Cleaning Service, Inc. "It's very difficult to go through and do weekly payroll on your own. Outsourcing payroll takes a huge burden off that person."

2 . RECRUITMENT : Sequence of interdependent and linked procedures which, at every stage, consume one or more resources (employee time, energy, machines, money) to convert inputs (data, material, parts, etc.) into outputs. These outputs then serve as inputs for the next stage until a known goal or end result is reached.

3.Man power outsourcing: Staff Recruitment (Considering CSR) Selection, joining formalities including Bank account opening Online solutions for Leave, attendance and reimbursement. Manage Salary pay-outs.

4.LABOUR LAW CONSULTANCY SERVICES : Registration under various labour laws. Web based labour law Management. Support and implementation of an effective compliance system. Compliance Audit of Principle Employer and Contractor.

39

CHAPTER 3 MY INTERNSHIP AT THE SOURCE IT

40

My internship at the source IT : I was given the opportunity to work in the source IT for the 10 days from 11.06.2018 t o 21.06.2018. It was part of my educational program . As my major in human resource management. I worked in Human Resource Management as an intern where I had learnt several practices of human resource division of the source IT. Before joining The source IT , I thought that it would be very difficult job for me . Later, my idea has changed. Description of the job: As I had opportunity to have 10 days long at Source IT .I have done different tasks that are conducted by the recruitment under Human Resource Division. First day , I was introduced to my supervisor ,Mr . Harshad sir .then introduced me with other HR personnel whom I would do my work .He also gave me some brief about the job descriptions. I was assigned to the following jobs regularly .Those were:        

Collecting resumes. Screening resumes. Providing job description to those people who are looking for job. Explaining new employee about their task and their role in the organisation . Preparing call list for written, Explaining new employee about rules and regulations and also facilities available in the organisation . Maintaining rejected resumes . Preparing profile summary .

41

 Collecting resumes For the recruitment of various positions like HR Assistant, Sales Manager, Assistant manager- R&D etc, applicants submit their resumes two ways. Some applicants prefer to forward their resumes by post and some prefer through internet. I collected and maintained all resumes those came through post. I also printed those resumes via E-mail. Then, I kept both types of resume.  Screening resumes After collecting all resumes, I sometimes did screening resumes. The source IT received in large quantity resumes. There were few areas to concentrate when I looked for screening resumes. For example, there was a recruitment advertisement about HR manager. So there were requirement in that circular. So I screened resumes based on requirement like age limit, experience, educational background etc. Sometimes I differentiated resumes based on public and private university according to their suggestion. If there was any resume that came through reference, I highlighted that resumes on first page. Then I sent it Mr Sharad . He and other HR managers do final screening .  Preparing call list for written

42

CHAPTER -4 LITERATURE REVIEW

43

PROJECT OVERVIEW

Rigorous sourcing was undertaken to understand the recruitment process. Candidates were interviewed and then potential candidates were shortlisted. During the tenure of the project I learnt to put the candidates under assessment tests and took the initial rounds of interview. Job Portals used by me for the recruitment of candidates through MONSTER and NAUKRI.COM

The whole process of recruitment from a recruitment firm is a very exhausting one. It is detail oriented in nature. The reason why every employee gets motivated to do the job is because of the knowledge that at that particular moment that particular recruiter was responsible for giving job to these candidates. To generate employment is one thing but to recruit the right kind of workforce for a job is another thing. It not only needs the basic understanding of the client company’s need to fill the position in a period of time but it also requires the recruiter to be sensitive of the needs of the candidate to find the right job for himself. All this needs a great profundity of intellect. During my tenure at company, I learnt to work as professional. The one thing that got profoundly clear is that text books do not help in the actual corporate world. There are unwritten policies and standard operating procedures that each employee has to abide to. No matter what, profit maximization is the core purpose of the existence of every business. Meeting targets on your level dedicatedly is your contribution to the revenue generation of the company. Functional area of HRM 

Human resource auditing



Human resource strategic planning



Human resource planning 44



Manpower panning



Recruitment / selection



Induction



Orientation



Training



Management development



Compensation development



Performance appraisals



Performance management



Career planning / development



Coaching



Counseling’s



Staff amenities planning



Event management



Succession planning



Talent management



Safety management



Staff communication



Reward

45

Responsibility of HR department in large organization Position Job Responsibilities

HR Executive committee, organization planning, HR planning & policy, Organization development Manager, recruitment& employment Recruiting, Interviewing, Testing, Placement & Termination Manager ,compensation & benefits Job analysis and evaluation, surveys, Performance appraisal, compensation administration, bonus, Profit sharing plans, Employee benefits. Manager, Training &Development Orientation, Training, Management development, Career Planning & development Manager, Employee relations EEO relations, contract compliance, staff assistance programs, Employee counselling.

46

CHAPTER - 5 RECRUITMENT PROCESS OF THE SOURCE IT.

47

Human Resource Division of the Source IT: The Source IT considers that success depends on the collective effort of entire work force. Human resource division of The Source IT has comprehensive policy and procedure that practices best approaches with legal and ethical consideration. The major purpose of human resource division is to introduce organizational policy and related to employees of The Source IT. It gives specific guidelines of operation of human resource division with a vision to maintain the expected standards that are maintained. It also provides specific direction regarding the assessment, evaluation, reward system and long term benefits of employees of The Source IT. It sends a clear picture about expected standards. The employees get idea of their present status, growth and value addition process in the organization. The human resource division is a central reference of employee relations and policies. Each policy is a guideline to be used with discretion, understanding and management in the spirit in which the policy is written.

4.1 HR functions: • Recruitment and Selection • Training and Development  Legal • HR Transaction Transport Management Compensations and Benefits Performance Management General policies and procedures

48

4.2 The structure of HR division:

4.3 Recruitment and selection process of The Source IT: Recruitment and Selection process is one of the important tasks of The Source IT. Through these tasks, The Source IT attracts people and brings employees. 4.3.1 Purpose: The purpose of recruitment and selection of The Source IT is to ensure right candidate on right time to meet the human resources demand across the organization.30

49

4.3.2 Standard of procedures of recruitment and selection process: There is a guideline for recruitment and selection process of The Source IT. That is called “Standard of Procedures”. There is Standard of Procedures for every HR tasks of The Source IT. There are the steps of Standard of Procedures about recruitment and selection process of The Source IT: 1. All divisional/departmental head will raise personnel requisition with proper justification if any vacancy arises and send it to HRD. All divisional/departmental head will assist the HR division in the recruitment and selection process. 2. Concerned division/department will fill out requisition form if any job vacancy arises in any division/department stating job description and job specification to head of HR for taking necessary action. 3. HR division will examine and inspect the manpower requisition form and obtain management approval for onward processing. 4. Recruitment and Talent management will collect profiles of potential candidates through a number of sources like internal job announcements, CV bank of unsolicited applicants, employee and management referrals, university/institution, direct contact, advertisement in local newspaper and online job posting as applicable. 5. HR division will sort out the applicants in consultation with concerned division/ department. 6. Next, HR Division will invite the prospective candidates after preliminary short-listing of the candidates for written test and/or interview and/or practical test. 7. It will conduct written tests and/or interview and/or practical test as required on the appointed date in combination with HRD and concerned divisional/departmental head representatives nominated by concerned division/department. 8. The performance of candidates will be checked under a set standard and HR division will complete recruitment and selection process in a define system with the approval of management. 9. HR division will inform the finally selected candidates about their selection and needed ask to report to HR Division for salary negotiation. 10. HR Division will provide all papers/forms to the candidates on acceptance of offer pertaining to recruitment formalities to be filled out and returned to HRD by a precise date. 50

11. After that, HR Division will offer issue letter of appointment the candidates on competition of selection formalities and send received copy to HR division as means of acceptance. 12. HR division will give an opportunity to tender/sign a joining letter which will have to be returned to HR division. 13. HR division will check references, original certificates of the candidates and all relevant papers while working out on submission and verify photocopiers of all academic certificates which will be kept in the personal file of the candidates.

51

4.3.3 Flowchart of recruitment and selection process of The Source IT

52

4.3.4 Receiving manpower requisition form: At first, concerned division/department must fill the manpower requisition form. In requisition form, there are some aspects. These are: 1) Position details: Here, manger from concerned division/department will write down the position name, department, division, type of vacancy, number of employee needed, date by which personnel is required to join. There are two types of vacancy. These are: i) Replacement ii) New position If vacancy is against replacement, managers must mention previous employee’s name and resigning date. If the vacancy is against new position, then managers must show the judgment. This judgment is about why new position is raised. This judgment must be approved by Human resource Division and board of director. 2) Job description: In job description, managers mention about task of vacant job. If job description is same as their job description book, manager will write “as role play” 3) Job specification: In job specification, manager will point out skills that need to perform. Here, he will portray about educational qualification, experience, and age limit. If experience is not needed, manager will write that experience is not mandatory but preferable.” Manager can add other points like employee must active, stress free mind etc. 4) Approval: This box is just about taking signature. Here, manager, raised requisition, will sign. Divisional Head, Head of HR and Deputy Managing director will sign also. After singing divisional head, manager will send it to HR division. Then HR division will examine it and HR Head will sign. Then it will go for deputy managing director’s sign. 4.3.5 Attract applicants and collecting resumes After approval from deputy managing director, Human resource division will start their recruitment tasks. HR division will send the photocopy of manpower requisition form and it will 34

53

keep the original copy. After that it will set how to draw applicants’ attention. There are two sources for collecting resumes. These are: 1) Internal sources: Through internal sources they collect resumes. Internal sources help HR division reduce the cost. There are some sources that are used to utilize internal resources. These are: Employee referrals: The Source IT has huge number of employees. Employee referrals are great and strong source for The Source IT for gathering resumes. Here employee from The Source IT will sign on applicant’s resume. If giving signature is not possible, employee will contact with officer from recruitment and talent management. They will write it down. Employees also refer about internee. Notice board: A copy of the advertisement is placed on all the company notice process and can recommend suitable candidates, if any. For lower level post like security guard, driver, technician The Source IT does not publish advertisement at external resources. It sends a copy of advertisement in every branch’s notice board. Transfer and promotion: HR Division follows this source if vacant position is immediately important. 2) External sources: Through these sources, The Source IT gathers huge and good number of applicants. The Sources are: Newspaper advertisement: HR Division advertises about its job recruitment. At first, they create an advertisement and send it for management approval. After Management approval, they contact with newspaper for booking advertisement. Most of the time, they basically publish their advertisements on Friday to capture maximum applicants. Their advertisements are printed on The Prothom-Alo, The Amar Desh and The Bangladesh Protidin. Online advertisement: HR Division of The Source IT has contract with bdjobs.com. HR manager has full access to post a circular here. Here, they advertise about mid level and high level job. For posting job on Bdjobs.com, they have to pay 7838 taka.

54

Interns:

Interns are one of the external sources. HR division wants interns’ resume from different educational institutions and universities. Sometimes students send their resumes to HR division. CV Bank: HR Division of The Source IT always maintains CV bank. In CV bank, there are two parts. First one is unsolicited CVs. Applicants send their CVs. Some send in their carrier service mail. Then HR Division keeps these CVs if they are suitable for The Source IT. Another one is rejected CVs from different selection process. Excellent rejected CVs are kept in file. So when HR division needs job holder, they pick some CVs from these files.

4.3.6 Sort out applicants: After Collecting Resumes, HR division of The ACME Laboratories starts it selection process. Resumes are chosen in two approaches. At first, HR division selects applicants’ resumes. Next, they decorate resumes and send these resumes to concerned division/department. After that, concerned department does the final selection and gives back to HR division. 4.3.7 Make call list and informing candidates Next work is to inform applicants for attending exam. For this, HR division makes call list. This call list includes applicants’ name, father’s name, and mobile number and remarks. HR division calls applicants through two ways. If applicants’ number is little, HR Division calls them by themselves. If applicants’ number is large, they send call list to PBX section. PBX section contacts with candidates. PBX section maintains relationship with inside and outside organization. PBX section will write down note weather applicants are available or not. 4.3.8 Preparing candidates profile summary: Now HR Division will ready for preparing itself. They will make candidates profile summary. Most of the candidates profile summary is prepared after written exam. This candidate’s profile summary contains applicants’ name, father’s names, last education, education institution, date of birth, experience, reference. This will help interviewee to understand applicants in a moment.

55

4.3.9 Preparing Attendance Sheet: Before written/viva/practical exam, HR division will prepare attendance sheet. This attendance sheet includes applicants’ name, father name, mobile number and signature box. After preparing it, it will be sent to reception. So when candidates will come, they will sign there. 4.3.10 Written/Viva/Practical exam For selecting final employee, HR division arranges some examinations where candidates will give test. In written test, applicants must have to get 30 percent number. Written exam is divided on some categories. There are question about English, Math, General knowledge and job related. Candidates must answer the job related question otherwise. Otherwise they will not be passed. Then HR division checks the exam paper and attaches with resumes. Followed by, they publishes written exam with the authorization of board of director. After passing written exam, HR Division organizes viva. This viva board consists of three types of people. Some are from HR Division, some are from concerned department. Another interviewer is from other department. Before starting interview, Recruitment and Talent Manager will give some overview about the vacant job and question. Then he provides candidates profile summary, particular job advertisement and resumes who pass in written exam. In viva, interviewer asks about applicants’ study and job related question. They want to know about job responsibilities from candidates. Interviewers give some situation to know that how candidates will response in given situation. They also ask candidates about expected salary. If applicants have job experience, they also ask about job condition and reason of leaving that organization. Interviewers basically evaluate some aspects from candidates. These aspects are Job understanding Communication skill Leadership Decision making abilities Judgment abilities Technical skill All interviewers will mark candidates. They will average all interviewers’ mark and select final person. They also select additional two or three applicants. If first choice applicant is not

56

available, they can go for second and third best candidate. If practical test is not needed, HR Division will done final result. Only for “Medical Representative” and “Sales and Promotional Representative” position, HR division will publish final result. If practical test is required, candidates must attend and pass the exam. If any candidate passes written test and viva but he/she fails in practical exam, he/she will not be allowed to be finally selected. 4.3.11 Call the finally selected candidates: After final result, HR division ensures that finally first choice candidate will attended their organization. If first choice does not expect their condition, HR division will go for second best or third best choice. Then HR division calls finally selected on fixed date to bring necessaries papers. 4.3.12 Employment Check List for new joiner: New joiner has to handover some important documents. These documents are: Updated resume: New joiner will give away two resumes in English and Bengali. Employee Information form: Employment form is another version of new joiners resume. Here, new joiner will give information about his/ her name, permanent and present address, phone number, email address, academic description, prior work experiences, emergency contact etc Certificate and Transcript: New joiner will give all original and photocopy of all certificates. The photocopies must be attested. After one year, employee can get back all certificates. That’s time he/she has to apply for certificates to HR division. Release order: If new joiner has previous job experience, he/she must get back release order from previous organization. Otherwise, he will not be able to join here. 7 copy passport size photograph: New joiner will give seven copy passport size collared photographs with his/her name and signature at the back. All photographs must be attested by first class government officer.

57

 National ID card photocopy: New joiner will give two photocopies of his/her Identity Card. He will also give one photocopy of nominees’ Identity Card. All photocopies of Identity Card are attested by first class government officer.  Nationality certificate: New joiner will provide national certificate which is issued by union chairman/ward commission.  Joining letter: HR Division will provide joining letter. In joining letter, there will be terms and conditions about job and organization. Here, new joiner will sign below the joining letter.  Nominee form: In nominee form, new joiner will mention not more than three persons who will get benefits if employee dies.  Three hundred taka non-judicial stamp paper: In Three hundred taka Non-Judicial Stamp paper, new joiner will promise about given information that are true, future job duties. The stamp paper must be authorized by first class executive majested officer.  Security bond: In security bond, a person who is relative or familiar with new joiner will give security. It would be on Two Hundred taka Non-Judicial Stamp paper approved by first class executive majested officer. This is only applicable for new joiner.  Medical certificate: New joiner will submit medical certificate from any government medical officer or civil surgeon.  Blood group: New joiner will also submit blood group report.  Bank account: If new joiner has an account with Dutch Bangla Bank Ltd, he/she will provide the bank account number. 4.3.13 HR Division justification: When new joiner Submit his/her necessary papers, HR division will also justify new joiner’s papers and information. Educational certificate: After submit educational certificate, at first, HR Division will justify these certificates. Then, they will send to Legal department and they will do the final justification. Driving license: If new joiner driving license, HR Division will apply to get information from BRTA about himself/herself. Most of the time, HR Division does it for the position of driver. 58

Past employer: HR Division will contact with past employer. They will try to get information from past organization. If HR division does not find any problem with submitted papers, new joiner will get the appointment letter.

4.4 Recruitment process : For The Source IT, HR recruitment is one of the important positions. The employees of these positions bring the money. The process is as follow: 1. Requisition form: As usual, marketing division raises their employees’ demand through requisition form. HR division will justify and take authorization from “Board of Director”. 2. Attract and invite applicants: Every month, The Source IT recruits people in huge amount. That’s why they try to reach highest number of applicant. HR Division will publish its recruitment advertisement in national newspaper. Generally, they want to publish this advertisement at Friday. In advertisement, there are some important points. These are: Job responsibilities: • Maintain Constant liaison with doctors and health care professional. • Promote company products and create brand awareness. • Achieve target assigned by the company. • Provide updated products information to the candidates on a regular basis.

59

Job specifications: • Applicants must complete Bachelor degree or honors or masters from general education. • Applicants should have ability to work under pressure to meet work deadline. • This position requires extensive tours and applicants should have willingness to ride motorcycle. • Candidate must be unmarried. The age limit is 30 years. Job responsibilities: • Ensure on time delivery of medicine to the chemist as per requirement. • Manage the cash after collection to ensure safely deposit of the cash to the concern deport. • Promote company products in potential market. Job specification: • Applicants at least complete graduation from National University. • The age limit is 30 years. • Applicant’s unmarried status is preferable  Collect resumes, selected applicants, taking examination, publish final result: Through publishing advertisement, they invite candidates for participating exam. The process will run on whole day. There are description of that whole day  Collecting Resumes and selected candidates for written exam: In exam hall, all applicants sit for exam. At 9.30 am, employees from recruitment and talent management department will come. They will clear brief about job specification of both position.

60

After that they provide top sheet to applicants. There are some information on top sheet. These are: Name Father’s name Date of Birth Permanent address Mobile number National ID card Number Last Education Name of University After filling up top sheet, applicants staple this top sheet with their resumes. Then HR division will collect these resumes and immediately select these resumes. HR Division will check the educational certificates very carefully. The number of applicants is huge. That’s why it takes time. After selected resumes, HR Division will write unique roll number on the top sheet. Failed resumes are sent back to applicants and they will leave the exam room immediately. After that selected applicants will get the resumes. • Taking exam and preparing Candidates Profile Summary: After sending back resumes, examiners will arrange applicants’ seat. Then, they will distribute question paper. In the question, there are four parts. Applicants must answer the job related questions. Otherwise, he will not able to pass the written exam. The duration of the exam is 30 minutes. The total marks are 25. The pass mark is 7.5. Candidates’ Profile Summary will be made during script checking. After checking written script, written exam number will be input on CPS. Then written exam will be published with authorization of HR Division. Two copies of written exam will be sent to Reception. Receptionist will hang the written exam result on notice board. • Viva and final result: Next, The applicants who pass in written exam, will attended the viva session on same day. HR Division will make 4-5 viva board based on applicants’ number. Every viva board will get CPS and applicants’ written scripts. Viva board consists of each employee from HR and Marketing Division. In 61

viva, interviewers give brief about job. Then they ask questions. Their question is about subjective and situational. For example, Applicant’s major concentrate is Islamic History. Then Interviewers will ask about Islamic history. Interviewers will give the situation and ask interviewee what he will do. If both interviewers give yes, candidate will be finally selected. There is an interview comment on CPS where interviewer will write down about interviewees. After completing viva, HR division will input viva number in their internal server, make a final result publish it on notice board. Next day, HR division will get authorization from board of director. At last, HR Division will maintain these documents like written exam result, candidate profile summary and final result under a file. 4. Acceptance joining letter: Finally new joiner provide necessary papers to HR Division and new joiner will get the joining letter. 4.5 Recruitment and selection process in flowchart: Justify requisition from Getting Requisition form Marketing Yes Attract and Invite appropriate applicants through newspaper and internal source Get authorization from Board of Director OR Reject requisition form Get authorization from Board of Director for final exam i. Collect Resumes ii. Select resumes for written exam iii. Taking written exam iv. Preparing CPS v. Publish Written exam result vi. Arranging Viva vii. Publish Final result Whole Day Process Acceptance joining letter

62

* Observation: Through my internship period at The source IT, I have observed some issues which are: Limited workforce: Recruitment department of HR division performs their responsibilities with a limited workforce. Sometimes, it makes so stressful working environment for existence employees. Recruitment and selection process done continuously: In The source IT , recruitment and selection is a continuous process. Almost every week, HR division has done recruitment and selection task and these tasks have done chronologically. Lots of paper work: Recruitment department of The source IT has used lots of paper work. From requisition form to publishing final result, Paper is used in every aspect. As a result, they waste many papers and do not recycle this paper most of the times. Proper use of internal sources of recruitment: Recruitment department maintains good eyes on its internal sources. When there is any recruitment process, HR division posted recruitment advertisement on every notice of every branch. They also publish this advertisement on their intranet. So, staff from this organization can see the advertisement. HR division also maintains contact with other divisions’ employees so that they can recommend other people to apply here. But they do not post any advertisement in their official website. Using HRIS and internal server: Recruitment department only uses HRIS software to input final result. Other soft copies of recruitment and selection process are kept in their internal server. Totally new environment for internee: The source IT has no training for internee. They put internee directly on process. As a result, there are many mistakes at starting moment. Recruitment process and academic learned: I think The source IT, recruitment process is ideal process. It is matched what I have leaned in the book. More or less, they are same So, I did not find any mismatch between them.

63

* Lesson learned from internship program: • Time management: I had always work to arrange, organize, schedule and budget my time to finish the tasks. It will help to develop my time management skill with effectively and efficiently. • Communication: I had to communicate different types of people like applicants, managers, internees, new joiners for complete my tasks. So, it helps me to develop communication skills. • Stress management: When there is any recruitment and selection activity, I had to do this with stress because there is shortage of workforce compare with job. So I have learnt how to deal with stress. • Teamwork: I always worked with a helpful team in The source IT Here, I understood that teamwork is an essential part to complete task for organization aspect.

64

CHAPTER 6. CLIENTS

65

66

CONCLUSION An effective recruitment and selection process reduces turnover, we also get much better results in our recruitment process if we advertise specific criteria that are relevant to the job. Include all necessary skills, and include a list of desired skills that are not necessary but that would enhance the candidate's chances. If we fail to do this, we might end up with a low-quality pool of candidates and wind up with limited choices to fill the open position. When we choose a candidate based upon the qualifications demonstrated in the resume, the interview, employment history and background check, we will land the best fit for the position. Based on our decisions about a specific candidate upon specific evidence rather than any gut instincts. If we hire people who can do the job instead of people we merely like, we will have higher productivity and quality in our products or services. The recruitment and selection process is the time we not only identify a candidate who has the experience and aptitude to do the job that we are looking to fill, but also to find someone who shares and endorses our company’s core values. The candidate will need to fit in well within our company’s culture. The selection and recruitment process should provide our company with an employee who adapts and works well with others in our business. Failure to recruit and select for the long term can result in high turnover. The employees of any organization are its life blood, without doubt. With the dawn of this realization upon the present day business organizations, there appears to be a major shift towards human resource management. In fact, the employees of today are encouraged to participate in the major decisions and thus play a vital role in the management of the firm. Theperformance of the organization depends on the efficiency that itsemployees exhibit. Hence it is of crucial importance that employees with the most suitable qualifications be selected. This is where the processes of recruitment and selection come in. It is difficult to separate one from the other. The various company illustrations given in this report indicate that these processes require a great deal of thought and advanced planning. In fact, it is not only the HR department that is involved. The finance departmentprovides the budget for the processes and the manpower gap isdeter mined by inputs from all the departments. 67

The gruelingprocedure through which the candidate goes through is, in itself, an indicator of the significance of these processes in the efficient functioning of the organization. Besides, selection function provides a vital opportunity for us to focus on what candidates can offer our company. It is important to select carefully, either by using our own judgment or by enlisting the help of managers we trust. The interviewer must know what the job is and what will be required for a new hire to perform well. The interview process also allows us the opportunity to express our company’s vision, goals and needs. Last but not least, It is vital that the interview elicits responses from applicants that can be measured against our expectations for the position. If we don’t use the interview to effectively eliminate applicants who don’t fit into the company culture, we might end up dealing with turnover, confusion and disgruntled employees.

68

BIBLIOGRAPHY

Website:    

www.pdfcoke.com www.acadamiaedu.com www.wikipedia.org Personnel & Human Resource Management- P. Subba Rao, Himalaya Publication.

69