TITLE

RECRUITEMENT SELECTION PROCESS IN ANUJ DAIRY

PREFACE
The objective of the study is to analyze the actual recruitment process in Anuj Dairy and to evaluate how far

this process confirm to the purposes underlying the operational aspects of the industry. How far the process is accepted by it? The study on recruitment highlights the need of recruitment in Anuj Dairy. Human resource is a most valuable asset in the Organization. Profitability of the Organization depends on its utilization. If their utilization is done properly Organization will make profit otherwise it will make loss. If a good dancer appointed as a Chief Executive Officer of a Company, he may not run the business. So right man should be procured at right place in right time, otherwise their proper utilization may not be done. To procure information These right man are at right and place in is right Job time, Analysis, some Job these be regarding job job doer highly essential.

information

obtained through

Descriptions, Job Specifications. Anuj Dairy procures manpower in a very scientific manner. It gets information by use of Job Specifications. Without these recruitment important documents like Job Analysis, Job Descriptions and may unsuccessful.

INTRODUCTION
Employee training tries to improve skills, or add to the existing level of knowledge so that employee is better equipped to do his present job, or to prepare him for a higher position with increased responsibilities. However individual growth is not and ends in itself. Organizational growth need to be measured along with individual growth. Training refers to the teaching /learning activities done for the primary purpose of helping members of an organization to acquire and apply the knowledge skills, abilities, and attitude needed by that organization to acquire and apply the same. Broadly speaking training is the act of increasing the knowledge and skill of an employee for doing a particular job. In todays scenario change is the order of the day and the only way to deal with it is to learn and grow. Employees have become central to success or failure of an organization they are the cornucopia of ideas. So it high time the organization realize that train and retain is the mantra of new millennium.

OBJECTIVE OF THE STUDY

In Anuj Dairy, the recruitment policy spells out the objective and provides a framework in the for implementation of the The recruitment programme form of procedures.

company involves a commitment to broad principles such as filling vacancies with best qualified individuals. The recruitment policy in a company may embrace spell issue such as the extent of promotion from within, attitudes of enterprise in recruiting old, handicapped and minor individuals, minority group members, part time employees and relatives of present employees. In a company ANUJ DAIRY, there usually a staff unit attached with personnel or an industrial relations department designated as employment or recruitment office. This specialization Of recruitment enables staff personnel to become highly skilled in recruitment techniques and their evaluation. However, recruitment remains the line responsibility as far as the personnel who of a have requisition particular adequate forms are in originated the by the the or staff of personnel, rejection personnel has the final words in acceptance of sources

applicant. freedom

Despite this respect

manpower to be tapped and the procedure to be followed for this purpose.

SCOPE AND IMPORTANCE OF THE STUDY

SCOPE 1. To structure the Recruitment policy of ANUJ DAIRY for different categories of employees. 2. To analyse the recruitment policy of the organization. 3. To compare the Recruitment policy with general policy. 4. To provide a systematic recruitment process. 5. It extends to the whole Organization. It covers corporate office, sites and works appointments all over India. 6. It covers workers, Clerical Staff, Officers, Jr. Management, Middle Management and Senior Management cadres. IMPORTANCE Without focusing can the pattern of management, and for fuller organization life. Every philosophy highlights on achieving a surely where all citizens (employees) organization, lead a richer strikes therefore, greater productivity,

elimination of wastes, lower costs and higher wages, so the industry needs a stable and energetic labors force that can boast of production by increased productivity. To achieve these objectives a good recruitment & selection process is essential. By which industry strikes right number of persons and right kind of persons at the right time and at right places through and the planning period without hampering productivity.

METHODOLOGY
DATA COLLECTION Sample sizes of 20 employees are studied for this purpose. Employees of different unit where randomly administrated the questionnaire. DATA ANNAYSIS The analysis of data was done on the basis of unit, age and factors. number of years of experience and

Analysis was done using the simple average method so that, finding of the survey was easily comprehensible by all. SOURCES OF DATA COLLECTION: The primary as well as the secondary sources was used for collection of data. used and in In primary source of data collection the source of data collection relevant the interview schedule and questionnaire and opinion survey were secondary diary records, books, and magazines were used. Thus

source of data collection were as follows: PRIMARY 1. Interview Schedule 2. Questionnaire 3. Opinion Survey SECONDARY 1. Diary 2. Books 3. Magazines 4. Other Records I have used structural interview schedule, questionnaire and opinion survey for collection of data from primary source. Interview schedules were used for workers clerical , category and questionnaires were used for supervisory and executive cadre and opinion survey was used to know the technology, perceptions, thoughts and and trade reactions union of the of executives, employees/workers the organization. 6 members

I have used the secondary source like diary, books, magazines and other relevant records for collection of data to know about the industry as well as the respondent. DATA TYPE Primary as well as secondary data was collected. RESEARCH APPROACH Conducting a field survey did a subjective assessment of the qualitative data. The research method used was that of questionnaire & interview for primary literature survey for secondary data. data & an extensive

RESEARCH INSTRUMENT The questionnaire was used as the primary instrument for the collection questions interview of primary was data response. employed which In to contained addition draw out open-ended the personal answers to to chance method

subjective questions, which could not be adequately answered through the use of questionnaire. Preparing the questionnaire The first task in the process of measuring the level of recruitment of the candidates in ANUJ DAIRY was to prepare questionnaire. For this purpose a number of questionnaire we studied and finally a questionnaire where framed. The questions where grouped under five categories: 1. Company related 2. Environment related 3. Supervision related 4. Growth related 5. Job related

The

questionnaire

are

also

ask

the

employees

for

the

demographic details regarding: 6. Age 7. Number of years of experience 8. Unit 9. Department 10.Grade Questionnaire consist of the following things: Which focused & on the employee which further his awareness & outside & levels the level. regarding organization This benefits provided assessing ground for

overall satisfaction enquiry

prepared

enabled

better analysis of the questions, which followed. Which focused on specific policies & judged them from different specific. Which consisted of open-ended question, inviting views & suggestions from the respondents. INTERVIEW Interviews lead to a better insight to subjective & open questions almost all interviewees responded. SAMPLE UNIT The sample unit consisted of all the departments of ANUJ DAIRY. SAMPLE FRAME Consisted of a comprehensive list of all the employees of aspects making the questionnaire indepth &

ANUJ DAIRY.

SAMPLE SIZE Sample size=20 SAMPLE DESIGN Care was taken to choose the sample based on considerations like age, sex & work experience of respondents thus enabling better However, representations the sample of the design heterogeneous was that of population. convenience

sampling or haphazard sampling only. The time consideration & size of population were major factors in determining choice of sample design.

QUESTIONNAIRE 1. Candidate willingness to join the company o Reputation of the company o Salary Package o Working Environment o Job Prospect o Location of the Company o Career growth opportunity 2. Most reliable type of interview o Behavioral o Situational o Stress 3. Best way to recruit people o Advertisement o Walk-ins o Search firms 4. Response given by the staff about their query 9

Agree/Disagree 5. How candidates are recruited in the company o Written exam o Written exam & Interview o Written exam, G.D Interview 6. Job specification of the response of the employee Yes/No 7. Attitude of H.R Manager o Good o Very good o Excellent 8. The primary source of information for recruiting people should be o Managerial o Testing o Recruiters themselves o Job analysis 9. Opinion about ANUJ DAIRY Companys Application on Blank o Good o Very good o Excellent

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THEORATICAL PROCEDURE
DEFINATION

CONCEPT

OF

RECRUITEMENT

Recruitment is the process seeking out and attempting to attract individuals in external labor markets, who are capable of and interested in filling available job Vacancies .Recruitment is an intermediate activity whose primary function is to serve as a link between human resource planning on the one hand and selection on the other. To Recruit Means To Enlist, Replenish Or Reinforce. Recruitment begins by specifying the human resource requirements, initiating activities and actions to identify the possible sources from where they can be met, communicating the information about the jobs, term and conditions, and prospectus they offer, and enthusiast people who meet the requirement to respond to the initiation by applying for the jobs. AIM The aim of recruitment is the information obtained from job description and job specification along with precise staffing standards from the basis for determinig manpower requirement to attain the organizational objective. RECRUITMENT NEEDS ARE OF THREE TYPES: 1 2 Planned, anticipated and unexpected planned need arise from changes, in organization and retirement policy. Resignations, deaths and accidents and illness give rise to unexpected needs.

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Anticipated needs refer to those movements in personnel which an organization can predict by studying trends in the internal and external requirements.

Features Of Recruitment: 1 2 Process or series of activities rather than a single act or event. A linking activity as it brings together those with the jobs (employer) and those seeking jobs(prospective employees). INTERNAL SOURCE OF RECRUITMENT Internal Transfer/Promotion with necessary screening, training and selection to meet the specified requirement. It would be desirable to utilize the internal sources before going outside to attract the candidates. The two categories of internal sources including a review of the present employees and nomination of the candidates by employees. Merits and Demerits of Internal Recruitment. Merits. Following are the merits of the internal source of recruitment; 1. Increase in Morale Recruitment through the internal sources, particularly promotion, Increases the morale of the employee. Every body in the organization knows that they can be promoted to a higher post, their morale will be boosted and their work efficiency will increase. 2. Better Selection The people working in the enterprise are known by the management and for selection higher post does not carry any risk as the employees are known.

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3. Economical Internal Internal sources are highly economical because no expenditure is involved in locating the source of recruitment and no time is wasted in the long process of selection. More over, these employees do not need extensive training because they already know about all the works of the enterprise. 4. Employee- turnover is Reduced When the employees know that they can be promoted to higher posts, they do not leave the enterprise. As a result of this policy labour turnover is reduced and the status of the company increases. 5. Better Employee-Management Relation When the internal source of recruitment is used the employees remains satisfied which leads to the establishment of better labourmanagement relationship. DEMERITS The internal sources of recruitment of employees suffer from the following demerits: 1. Check on Young Blood The defect of the internal source of recruitment is that the young people fully equipped with the modern technical knowledge remain excluded from the entry in enterprise. As a result, the old people run the enterprise with the old ideas and experience. 2.Limited choice. The internal recruitment of the employees reduces the area of choice. The reduction in the area of choice means less number of applicants. The choice is to be made out of people working in the enterprise. 3.Encourages Favoritism. Internal source encourages favoritism in this system; the superiors usually select their favorites. Sometimes even a less capable person is selected which harms the enterprise. In this system, generally the 13

personal impression of the managers about the employee is given preference for selection. EXTERNAL SOURCES OF RECRUITMENT An external source of Recruitment is considered from the combination of consultant and Advertisement Merits and Demerits of External Recruitment MERITS. The external recruitment has the following merits: 1.Entry of young blood. Recruitment through external source brings in new persons with modern ideas which can be profitable for the organization. 2.Wide choice. The use of external source of recruitment increases the number of candidates and widens the choice. The managers judge the capabilities of the applicants and select the best ones for appointment. 3.Less Chances of Favoritism. All the candidates, under this system of recruitment, are new for the managers and this exclude the possibility of favoritism. DEMERITS. In spite of many merits, the system of recruitment from external sources is not free from defects. Its chief demerits are: 1.Decrease in Morale of Existing Employees. By adopting the system of external recruitment the chances of promotion of the present employees come to an end. Since there is no hope of any promotion the morale of the employee decreases and they do not perform their work with dedication.

14

2.Chances of Wrong Selection. There are chances of wrong selection due to non-availability of information in case of external recruitment. If the wrong selection will upset the working condition of the organization. 3. Costly Source. The external source of recruitment involves expensive advertisement, long selection process and training after selection which increases organizational expenditure. 4.Increase in Labour-turnover. When the employees know that they cannot be appointed on high posts in the enterprise, they leave the organization at the first available opportunity, and as a result an increase in the labourturnover which lowers the prestige or the reputation of the enterprise. 5.Detorioration in Labour-Management Relationship. Making use of the external source of recruitment affects the present employees and there is an increase in the incidents of strikes and lock-out.

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LEGAL & POLITICAL CONSIDERATIONS

The constitution provides for the following as the fundamental rights of a citizen: Article 16 (1): No citizen shall, on ground of religion, race, caste, sex, descent, place of birth, residence or any of them, be negligible for an discriminated against in respect of any employment or office under the state. Article 16 (3): Nothing in this article shall prevent parliament from making any law persuading, in regard to a class or classes of employment on appointment to an office (under the govt. of or any local or other authority within a state or union territory), any requirement as to residence within that State or Union Territory prior to such employment or appointment. The constituent ensures, in the directive principles of state policy, certain safeguards for scheduled castes, scheduled tribes & other weaker sections. Except in cases which are covered by Article 46 of the constitution, there can be no discrimination in the matter of employment anywhere in the country for any citizen.

OBJECTIVES OF RECRUITMENT
To attract people with multidimensional skills and experiences that suit the present and future organizational strategies. To induct outsiders with a new perspective to lead the company. To infuse fresh blood at all levels of the organization. To develop an organizational culture that attracts competent people to the company. To search or head hunt/head pouch people whose skills fit the companys Values. To devise methodologies for assessing psychological traits. To seek out Non Conventional development grounds of talent. 16

To search for talent globally and not just within the company. To design entry pay that competes on quality but not on quantum. To anticipate & find people for positions that do not exist yet.

STEPS ON RECRUITMENT PROCESS The recruitment process consist of the following steps: Generally begins when the personnel department receives requisitions for recruitment from any department of the company the personnel requisitions contains detail about the positions to be filled. number of persons to be recruited, required from the candidate, terms and conditions of employment and at the time by which the persons should be available appointment etc. Locating and developing the sources of required number and type of employees. Identifying the prospective employees with required characteristics. Communicating the information about the organization, the job and the terms and conditions of service. Encouraging the identified candidates to apply for jobs in the organization. Evaluating the effectiveness of recruitment process.

CONCEPTUAL FRAME WORK OF RECRUITMENT PROCESS Human resource Management classically pertains to planning; recruitment, selection, placement, induction, compensation, maintenance, development, welfare etc. of Human Resources of any organisation to enable the organization to meet its objective while also enabling the human resources to attain their individual goals.

17

As is evident from the definition of the concept the entire theme revolves centrally around human resource and its role in enabling simultaneous satisfaction of individual and organizational goals. The immediate conclusion that follows from this is that the prime movers of the organisation are the individuals. The process of bringing employees into the folds of organisation is termed as recruitment and can be unambiguously treated as the central pillar for foundation stone of the entire concept of human resource management. It is easy to see why recruitment has accorded such a high position out of the various facets of human resource management. The reason is simply that unless one has human resource in the organisation whom will the human resource managers manage or whose energy will they channalise productively and usefully. Keeping this idea into mind this Projects is an attempt to study various options that are available both theoretically as well as practically for an organisation to launch itself into the task of recruitment.

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METHODS AND TECHNIQUES OF RECRUITMENT In a company recruitment sources indicates where human resources may be procured, the recruitment methods and techniques deal with how these resources should be tapped. As soon as the manpower manager has determined the personal qualities required on the part of an individual to fill an vacant position and visualized the possible sources of candidates with these qualities, his next step relates to making contact with such candidates. There are commonly three methods of recruitment which company follows: 1. DIRECT METHOD 2. INDIRECT METHOD 3. THIRD PARTY METHOD

19

20

FOLLOWING INCLUDES IN THE PROCEDURE

Job Analysis Form Job Specification Form

Interview Schedule Application Form for Employment Interview Assesment Form

21

JOB ANALYSIS FORM Job Title . Date Location .. Department Analyst. Code No Reason for the job Wage or salary range Relation to other jobs: Promotion from.. Promotion to.. Job summary: Work Major duties . Other tasks : used: Equipment/Machines . Working Condition Skill Requirements: Education: (Grade or Year) Training : (a)Type Length of of Job experience : (b) : performed: Supervised..

experience.. experience 22

Supervision : (b) Job knowledge : (c) Responsibility : (a) .

(a) Extent

Positions of

supervised. supervision.. (a) General Special For product and material and of (b) Technical

(b)For (c) For

equipment work

machinery others. (d)For safety of others Physical Demands : Physical Surroundings Hazards Resource fulness efforts

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JOB SPECIFICATIONS FORM

Job Title : Drill Operator Department Job Code Date..

REQUIREMENTS

1. EDUCATION Certificate. 2. TRAINING

: Ability to read and understand production

orders and to make simple calculations. Preferably High School

AND

EXPERIENCE:

No

special

training job duties

required . Requires one month experience to learn and to attain acceptable degree of proficiency.

3. PHYCIAL EFFORT: No special physical effort is required. 4. MENTAL SKILL: Requires reasoning to interpret instructions and drawings and productions orders. Must be able to concentrate when operating. 5. SUPERVISION : Routine checking and no close supervision required. Specific but no detailed instructions. 6. Responsible for own work only. Only routine responsibility for safety of others.

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The ANUJ DAIRY has the following way which it follows for recruiting the person
A.PURPOSE The purpose of the company is to define the procedure of Recruitment & Selection in the company. B.SCOPE The scope of the company is to find the individuals seeking employment in the company. C.RESPONSIBILITY The Responsibility is on the Manager-HRD/Operations Director-EAI Systems/Operation Director-TPB-India. D.AUTHORITY The Authority in the company is commensurate with responsibility E.PROCEDURE STEPS 1. MAN POWER RECRUITMENT As and when the need arises , the Manpower Requirement Form is dually filled by the HOD/Group Manager of the concerned department and forwarded to the HRD Department. The HRD Department initiates activity on the recruitment once the "Manpower Requirement" form is approved by MD. All "Manpower Requirement HRD Department. 2.IDENTIFYING SOURCES OF RECRUITMENT On the basis of Manpower Requirement Form a recruitment source is identified. The source of recruitment could be external or internal. "Forms are maintained by the

25

INTERNAL SOURCE OF RECRUITMENT Internal Transfer/Promotion with necessary screening, training and selection to meet the specified requirement. It would be desirable to utilize the internal sources before going outside to attract the candidates. The two categories of internal sources including a review of the present employees and nomination of the candidates by employees. The COMPANY suggests that the effective utilization of internal sources necessitates information possibilities enterprise with similar employee is for an understanding of and vertical of their This skills will within to lay in and the off the with regarding relationships horizontal eliminating qualification best jobs. provide

transfers attempts

simultaneous for another

employees in one department and recruitment of employees department morale company. Promotions and Transfers within the plant where an suitable improves the along solving recruitment problems. These measures can be taken effectively if we established job families through job analysis programmes combining together similar jobs demanding similar employee characteristics. Again, employee can be requested to suggest promising candidates. Sometimes in a company the employees are given prizes for recommending practice, it has in not jobs. if the a candidate been this who that has it been recruited. gives rise to The usefulness of this system in the pointed company to posing difficulty to management. Therefore, attempts whether particular effectively or before utilizing are not the system research on be used large, should be made employees Usually, number of determine through can form of loyalty and its wide cliques

thus recruited internal vacancies 26 are

effective very

sources

adequate, employee records are maintained, jobs do not demand originality lacking in the internal sources, and employees have prepared themselves for promotion. EXTERNA L SOURCE S OF RECRUITMENT An external source of Recruitment is considered from the combination of the following options: CONSULTANT Consultant are given the requirement specifying qualifications, experience and all other necessary details. In consultant we considers the employment agencies, educational and technical institute, casual, labor and mail applicants, trade unions and other sources. Our company have developed markedly in large cities in the form of consultancy services. Usually this company facilitate Because recruitment of their of technical and they professional personnel. specialization,

effectively assess the needs of their clients

and aptitude and

skills of the specialized personnel. They do not merely bring an employer and an employee together but computerize lists of available talents, utilizing of testing to classify for an and used advance techniques and vocational guidance forms effective effective institutes by

placement purposes. Educational on technical institutes also different source of manpower supply. There is an increasing emphasis recruiting students from management and universities' commerce and management departments

recruiters for positions in sales, accounting, finance, personnel and production. These students are recruited as management trainees and then They placed are not in special for company particular training positions programmes. recruited

but for development as future supervisors and executive. 27

Indeed , industrial

this

source

provides

constant

flow

of

new

personnel with leadership personalities. Vocational schools and training and institutes provides trainees for specialized and employees, skilled jobs. apprentices, semiskilled

Persons trained in these schools and institutes can be placed on operative and similar jobs with a minimum of in plant training. However, recruitment of these candidates must be based on realistic and differential standards established through research reducing turnover and enhancing productivity. The enterprise depends to some extent upon casual labour or "applicant at the gate" and mail applicants. The candidates may appear personally at the company's employment office or send their applications for possible vacancies. According to company the quality and quantity of such candidates depend on the image of the company in community. Prompt response to these applicants proves very useful for the company. The company find that this source is uncertain, and applicants reveal a wide range of abilities necessitating a careful screening. Despite these limitations, it forms a highly inexpensive source as the candidates themselves come to the gate of the company. It also provides measures for a good public relations and accordingly , the candidates visiting the company must be received cordially. Trade unions are playing an increasingly important role in labour supply. In several trades, they supply skilled labour in sufficient employees they make numbers. are it a to They also be determine in the order in which In recruited the the organization. laid off are

industries where they do not take active part in recruitment, point employees given preference in recruitment.

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ADVERTISEMENT All recruitment advertisements are placed centrally by the HRD Department. The All advertisement related is drafted of by HRD Department released in are consultation with the concerned Department. documents Advertisements maintained in the "Advertisement" file. In addition to the above sources, several for a organizations change where or

develop sources through voluntary organizations such as clubs, attracts and are employees of competitors for looking good prospectus for employment, utilize women, older workers physically best handicapped and specific positions the they suitable, use "situation wanted"

advertisement in newspapers. 3.SELECTION A .SCREENING/SHORTLISING Resumes HRD received from in consultants and/or the from the advertisements released in Newspaper/Magzine are screened by Department consultation with concerned department. B.INTERVIEW CALL The short listed candidates are contacted for interview through an interview call letter/telephone call/e-mail or through the consultants. C.INTERVIEW SCHEDULE Interview panel and a copy is kept for Schedule include the

Interview schedule is prepared and sent to the concerned Department's HOD, following HRD Department records. The Interview requirement.

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INTERVIEW SCHEDULE
Authorized Signatory Preliminary interview of the candidates is conducted by HRD based on Personal Data Format given below filled up by the candidate Dept. Date: Venue: Position: NAME OF THE CANDIDATE TIME REMARKS with the help of technical person along with the

INTERVIEW CALL LETTER Date ---------------Dear Sir, _________________________________________________ __ This has reference to your application for the above

mentioned position in our organisation. We are pleased to invite you for a meeting with the

undersigned on.ata.m./p.m. please confirm this appointment.

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We have enclosed a blank personal Data Form. Please fill this in and bring with you along with your educational and experience certificates / testimonials in original for the meeting. No TA/DA shall be admissible for attending this interview. You will be reimbursed to and for train fare by 1st / 2nd class for attending this interview. We take this opportunity to thank for the interest you have shown in joining our organisation. Yours sincerely, For ANUJ DAIRY

D.PERSONAL Any candidate Data Form"

DATA

FORM

appearing for an interview in the company is

required to fill in his/her particulars in the prescribed "Personal

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1) APPOINTMENT LETTER Language for below Asst. Manager level is given in the following format BELOW ASSTT &MANAGER LEVEL

___________________ ___________________ ___________________ ___________________ LETTER OF APPOINTMENT

Dated

Dear Mr. __________________________ With reference to the offer letter

no.______________________dated __________ we are pleased to appoint you as ____________________ on the following terms and conditions: Ordinarily your period of probation will be Six months which could be further extended for a period not exceeding three months and during probationary period/extended probationary period your services are liable to be terminated without any notice or without assigning any reason or compensation in lieu thereof. EMOLUMENTS: A) you will be paid following emoluments: Basic Salary 32 : Rs. __________ p.m.

House Rent Allowance : Local Travelling Expenses

Rs. __________ p.m. : Rs. __________ p.m.

You shall also be entitled to benefits like Bonus, Gratuity, PF, ESI & L.T.C as per rules of the company. B) Further increment will be based on efficient, satisfactory and loyal discharge of duties and may be withheld in case the standard of work and conduct is found subnormal of may be accelerated in case the same is adjudged to be commercial at the discretion of the management. Your place of posting will be at our _________________situated at ____________________. However, you are liable to be transferred to any of our sites/factory/office at the discretion of the management. 1. During the period of your employment, you shall not secure or try to secure any other post and undertake any course of study or work on part time basis without the pronouncement or the Management in writing. You will also not hold any office of profit outside the company or engage yourself in any other trade or business either part time, or full time, whether for profit or gain, or on honorary basis or otherwise, engage in an insurance agency or commission agency etc. without the prior written permission of the management. 2. Your hours of attendance shall be regulated to suit the duties entrusted to you from time to time, subject to the statutory provisions. 33

3. You shall be governed by the rules and regulations of the company in force from time to time, that may be applicable to you. 4. In the event of your confirmation in writing, in addition to the terms and conditions mentioned in this letter, except para (1): a) You will be liable to be retired on your reaching the age of 58 years or earlier if found medically unfit. The organization shall have the right to have you medically examined as and when considered necessary by a registered medical practitioner or by the Companys medical officer. b) The employment will be liable to be terminated on either by giving one months basic salary in lieu thereof. However, no notice would be necessary to be given by the organisation if in their opinion you are found guilty of any gross misconduct as generally of understood habitual in employment, of particularly distrust, disobedience, insubordination, insolence and acts subversive discipline, negligence duties, dishonesty or embezzlement, illegal strike, habitual late attendance, absence, go-slow etc. 5. In case any misconduct is alleged against you, you are liable to be suspended forthwith without any salary or allowance, pending such inquiry, if in an inquiry you are exonerated of the charges, you will be entitled to full salary as if you were on duty. In the event you are found guilty of the charges levelled, irrespective of the punishment imposed, you shall not be entitled to any payment for the period of suspension.

34

6. The above mentioned terms and conditions of services shall prevail so long as the same are not either modified or they will also be subject to such other and further rules and regulations which may be notified by us by putting a notice in writing on the notice board put inside the premises. 7. Your date of joining the services in the organization is

_________________________________ 8. This letter is being offered to you in duplicate. In case the terms and conditions expressly enumerated above are acceptable to you, please sign the duplicate copy of this letter in token of your having read, understood and accepted the terms and conditions mentioned above. 9. Please note that the court of jurisdiction shall be at New Delhi. We welcome you to our organization and wish you a successful career with us. Yours sincerely, For ANUJ DAIRY AUTHORISED SIGNATORY ACCEPTANCE I have clearly understood the terms and conditions mentioned in this letter of appointment and I hereby accept the same. NAME SIGNATURE DATE

35

2)

Appointment

letter

language

for

asst.

Manager

to

manager is given in the following format.

FOR ASSISTANT MANAGER TO MANAGER Dear Mr. Date.. APPOINTMENT LETTER With reference to the offer letter no._________________ dated________________, we are pleased to appoint you in our organisation on the following terms and conditions:1) Designation: 2) Date of Joining: organisation 3) Your date of joining the services in the is Your position in the company will be

Probation Period: Ordinarily your period of probation will be Six months from the date of joining. Management may extends the probation period depending upon your performance. On successful completion of probation, you will be issued a confirmation letter. During the probation period, your services are liable to be terminated without assigning any specific reason, whatsoever without giving any notice. After confirmation the notice period will be one month or one months basic salary on either side. 36

4)

Salary Details: Your Basic Salary will be Rs. ./- p.m. (Rupees only) In addition you will be entitled to House Rent Allowance of Rs. /- p.m. (Rupees only) You will entitled to reimbursement of Local Travelling Expenses upto a maximum limit of Rs. p.m. (Rupees . only) You shall also be entitled to benefits like ESI/Medical Reimbursement, LTC, Bonus Exgratia, Gratuity & PF as per rules of the company. /-

5) Place of Posting However, you would be liable to be transferred/posted at any of the existing or proposed locations of the company or its sister/associates companies at the sole discretion of the management. 6) The company normally does not permit employees to engage in any other business or work, either directly on their own account or indirectly and you will be expected not to do so without prior consent of the management in writing. 7) You will be governed by the rules and regulations of the company as applicable in force, amended or altered from time to time during the course of your employment.

37

8)

You will automatically retire from the services of the Company on attaining the age of 58 years. You may be retired earlier if found medically unfit.

Please sign the duplicate copy of this letter signifying your acceptance and return it to us. We welcome you to our organisation and wish you a successful career with us. With best wishes, Yours sincerely, For ANUJ DAIRY AUTHORISED SIGNATORY

I agree to accept employment on the terms and conditions mentioned above and agree to abide by all the rules and regulations of the company. NAME DATE SIGNATURE

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3) Appointment letter language for sr. manager and above is given in the following format. FOR SR. MANAGER AND ABOVE Dear Mr. . APPOINTMENT LETTER With reference to the offer letter no.____________________ dated ______________, we are pleased to appoint you in our organization on the following terms and conditions:1) Designation: Your position in the company will be Date

2) Date of Joining: Your date of joining the services in the

Organization is .. 3) Salary Details :

Your Basic Salary will be Rs. /- p.m. (Rupees only) In addition you will be entitled to House Rent Allowance of Rs../- p.m. (Rupees only) You will entitled to reimbursement of Local Travelling Expenses upto a maximum limit of Rs. ../- p.m. (Rupees .. only) You shall also be entitled to benefits like Exgratia, Gratuity, PF etc. as per rules of the company.

39

You will be entitled to reimbursement of Medical Expenses for yourself and family, the total cost of which shall be a maximum of one month's basic salary in a year. You will be entitled to reimbursement of LTC equivalent to one months basic salary per completed year of service. Your first entitlement for LTC will be on completion of 12 months service with the Company. 4) Place of Posting: . However, you would be liable to be transferred/posted at any of the existing or proposed locations of the company or its sister/associate companies at the sole discretion of the management.

Your services are liable to be terminated without assigning any specific reason, whatsoever by giving you one months basic salary or one months notice. Likewise you would be free to leave the services of thew company by giving one months notice or basic salary to the company. The company normally does not permit employees to engage in any other business or work, either directly on their own account or indirectly and you will be expected not todo so without prior consent of the company in writing. You will be governed by the rules and regulations of the company as applicable in force,amended or altered from time to time during the course of your employment.

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You will automatically retire from the services of the Company on attaining the age of 58years. You may be retired earlier if found medically unfit. Please sign the duplicate copy of this letter signifying your acceptance and return it to us. We welcome you to our organization and wish you a successful career with us. With best wishes. Yours sincerely, For ANUJ DAIRY AUTHORISED SIGNATORY

I agree to accept employment on the terms and conditions mentioned above and agree to abide by all the rules and regulations of the company.

NAME

SIGNATURE

DATE

Joining report to be filled by the new join in format given below and experience certificate, Date of Birth Certificate, Relieving letter, Salary Certificate and Educational Certificate etc. to be submitted to personnel Department.

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ANUJ DAIRY DATE: HRD DEPARTMENT Patna 04 JOINING REPORT This is to inform you that I have joined the organisation as On Department. My present address is Telephone No. And my Date of Birth is address will be intimated to you. NAME : SIGNATURE: DATE: DOCUMENTATION 1. Individual personal files are maintained. 2. Computerised Personal details are maintained. 3. After separation also the personal files are maintained of exemployees. 4. Position wise Data Banks are maintained for future reference. 5. The following formats shall be generated as a result of implementation on this procedure. . Any change in my in

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5.DEPARTMENT INTERFACE HRD Department sends a Status Report updating on the recruitment process to the Department which has raised the manpower requirement. 6.STATISTICAL ANNALYSIS An Annalysis of the manpower requirements is prepared periodically based on the following factor: Source of recruitment Resumes received and short-listed Interviews conducted Candidates selected Candidates joined

F.FORMATS The Formats of the company includes the following: MANPOWER REQUIREMENT PERSONAL DATA FORM INTERVIEW ASSESSMENT FORM JOINING REPORT STAFF COMPARISION SHEET SALARY PROPOSAL SHEET

These Formats, when filled up, are available in the individual personal files along with other personal details of the individual, which are confedential in nature. G.RECORDS The company includes the following records Manpower Requirement Forms Correspondence for release advertisements Correspondence with consultant 43

44

CANDIDATES WILLINGNESS TO JOIN THE COMPANY

From the chart it can be understood that most of the employees are inspired by the working environment of the company which resembles the personal traits of the Indians. I can also see that matters much followed reputation of the company and salary package which comprised 11% and 16% respectively. Job prospect plays a minor role in the minds of a candidate who had already joined the company. Location of the company (which comprised 5% of the sample size) where majority of the employees are qualified with technical who in most of the cases dare to bother it.

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MOST RELIABLE TYPE OF INTERVIEW IS

tried

to

find the

out

the

most

reliable

type

of

interview view.

according

employee. They

expressed

different

According to the sample employees. I found that behavioral interview is most reliable and this view was supported by 36% of the sample employees. Similar support was begged by the situational interview, while 26% structured interview and only 7% favoured stress interview. Corresponding to this data I have drawn a pie chart above: 46

In

ANUJ DAIRY

all

the

applications (HR or Finance) of aggregate

received will marks

in

each

branch/function on a

be separately of all the

arranged in descending order of merit i.e. based percentage years/ semesters of professional course and only the required written test number in (according to the ratios each discipline of mentioned) starting from the top will be called for Engineering/Function (HR or Finance). In case of a tie at cut-off marks, all the candidates scoring cutoff marks will be called for written test. The Written Test papers will be objective type in nature and will be in Hindi & English. Based on merit and requirement, the Assessment Interview. Psychometric short-listed candidates by will have to appear for Psychometric Test and/or Behavioral Interview Candidates Test and/or followed will be Personal for invited

Behavioral Assessment

Interview followed by personal interview, in order of merit on the basis of Written Test performance. In case interview. of a tie at cut-off marks, all the candidates scoring cut-off marks will be called for

The candidates are advised to ensure while applying that they fulfill the eligibility criteria and other requirements mentioned in this advertisement and that the particulars furnished by them are correct in all respects. In case it is detected at any stage of recruitment process that the candidate does not fulfill the eligibility criteria and/or does not comply with other requirements furnished any of this advertisement and/ or or has he/she has suppressed incorrect/ false information 47

any even

material If after

fact(s), his/her any of the

candidature services

is are

liable liable

to to

be be

rejected.

above his/her

shortcomings

is/are detected,

appointment,

terminated without any no. BEST WAY TO RECRUIT PEOPLE

Chart Showing the Best way to Recruit People is

15%

40%

20%

25%

Advertisement

Walk-ins

Variable

Search Firms

48

The employees at ANUJ DAIRY expressed their varied views about the best way, according to them, to recruit people. The employees in ANUJ DAIRY bear an opinion (about 40% of the sample) that advertisement is the best way to recruit people. While to 25% of the sample employees feel that walk-ins is best way while 20% feel that variable ways are the best. Others feel that recruiting people from search firms in a best way. Corresponding to this data I have drawn a pie chart above: The aim of advertising and is to make people to aware apply that for a the vacancy exists to persuade them

position. Advertising helps to define exactly the need of the company, and what separates it from its competitors. Often the people you want to attract are not openly looking for a new job, so you need to think of ways to sell the attributes of the company, e.g. what makes It unique, of the of its culture, and values, philosophy and so on. Good advertising to the as highlights the assets position the appeals career needs there with is a and and concerns desired between and

applicants. It is worth making your advertisement effective and attractive, high correlation advertisements accurate complete information

recruitment success.

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RESPONSE GIVEN BY THE STAFF ABOUT THEIR QUERY

My survey clearly concludes that response of the company to any query made by the employees was absolutely good since 94% of my survey favors to this. 6% ratio of unsatisfied can also be further reduced if communication system is further improved. Corresponding to this data I have drawn a pie chart I hereby submit my suggestion that every query by any employee should be seriously considered and it should be dealt in depth and if at any particular time of query if proper reply/material is not

50

available, even than the answer must be given at a later stage after getting full information from the source available.

HOW CANDIDATES ARE RECRUITED IN THE COMPANY? There are various ways of recruiting candidates in the company as depicted in the chart below: -

From the chart it is quiet clear that the company adopts various processes for recruiting the right candidate. Actual recruitment procedure followed by the company is by conducting written examination followed by interview which comprised 85% of my sample survey of 36 employees. But still some candidates are also chosen through written exam, GD& interview comprising only 6%

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and others comprising only 3%. These others include the reference of the existing employees within the organization itself. Eligible received on a candidates in each will be invited for objective type written branch/function of (HR or Finance) of all the the will be test at their own expense. In Other words all the applications separately arranged in descending order of merit i.e. based percentage of be aggregate marks course and in years/ required of be be semesters top off will professional called for only

number (according to the ratios mentioned) starting from the written test each discipline marks papers will will Engineering/Function (HR or Finance). In case of a tie at cutmarks, all for the candidates test. The scoring Written cut-off Test called written

objective type in nature and will be in Hindi & English. WRITTEN TEST CENTRES The Written Test will be conducted at following 13 centers: 1. Bhopal 2. Chennai 3. Delhi 4. Hyderabad 5. Kolkata 7. Mumbai 7. Silchar 8. Varanasi 9.Bangalore 10.Tiruchy 11.Haridwar 12.Nagpur 13. Bihar Candidates have to choose one of these cities as Test Centre and no change will be allowed subsequently .ANUJ DAIRY reserves the right to change or delete any of the above mentioned test centers at its discretion.

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JOB SPECIFICATION OF THE EMPLOYEES

Almost all the candidates got the specified jobs offered to them. This implies that the company has the organized manpower planning and well organized recruitment policy as shown in the following chart: -

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From the chart above it crystal clear that the candidates get exactly the same job as specified. So from the companys perspective it is a good sign for the overall growth & development. Still some employees who comprised only 2.33% of my sample study.

THE ATTITUDE OF H.R. MANAGER

The chart below depicts that most of the employees are doing service as per my survey of 20 employees. Most of the employees are satisfied with the attitude of H.R. Manager. 13% says Good attitude, 30% says Very Good and 45% says the attitude of H.R. Manager is excellent. Corresponding to this data I have drawn a pie chart. From the chart it is crystal clear that the attitude & working of H.R. Manager is 54

whole heartedly accepted to all the employees of the company. This will definitely boost the morale of the employees, which ultimately will increase efficiency, & working of the employees resulting in better growth of the company. Thus by every means company is profitable. Moreover such behavior of H.R. Manager can become the ideal of their colleagues & subordinates.

Corresponding to this data I have drawn a pie chart below: -

THE PRIMARY SOURCE OF INFORMATION FOR RECRUITING PEOPLE SHOULD BE :According to the sample, the primary source of recruiting people is Managerial. However, Testing & Recruiters Themselves source are the second most favored source of Recruiting people. Whenever the process of Recruitment is to be carried out. Managerial source of Recruiting people should be heavily considered. Advertisements in publications and recruitment booklets and information sheets for applicants were found to be the most 55

frequently and the least frequently used method of managerial recruitment. Newspaper advertisement was found to be the most preferred technique, while advertisement in the technical and professional journals was the least preferred technique for managerial recruitment in ANUJ DAIRY.

OPINION ABOUT ANUJ DAIRY COMPANY S APPLICATION BLANK

The above chart depicts that the Application Blank of the company was up to the marks as everyone has praised & liked it. All the information and present status of the candidate is very thoroughly covered and it also acts as a ready reckner for the company. All the information is gathered and define each and every thing very clearly about candidate who are applying for the job.

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57

RECRUITMENT PROCESS

Vaccant Position in the Orgn. Resume Details Requisition Process Manpower requisition Requisition approval No Requisition Direct Recruitment

Applicant Data Blank

Application Short-List Call for Evaluation Evaluation Process Offer Letter to selected Candidates

Rejection/Hold

The Applicant Databank is A Central Repository of Applicant related information. The Recruitment Process has different options- Direct and Through Requisition Direct offer. : The Candidate required for a vacant position in the organization is Searched from the applicant Data Bank and given

58

Through Requisitions organization.

: The Requisition Process(an official

written demand) comprises of Manpower Requisitions from the After Approval of the Requisitions the Applicants are short listed from the Applicant Data Blank based on the position, Experience, skill set, Qualification as required from the Requisition. The Short Listed Applicants are then called for an evaluation process that is based on pre-defined steps for the respective positions. After clearing the evaluation process an offer letter is given to the selected applicants. If the Applicant is rejected or on Hold during Evaluation process, the Applicant goes back to the Applicant Data Bank with appropriate status. In today's rapidly changing business environment, organizations have to respond quickly to requirements for people. Hence, it is important to have a well-defined recruitment policy in place, which can be executed effectively to get the best fits for the vacant positions. Selecting the wrong candidate or rejecting the right candidate could turn out to be costly mistakes for the organization. Selection is one area where the interference of external factors is minimal. Hence the HR department can use its discretion various selection selection policy. They discuss the importance that of a with good recruitment and in framing its selection policy and using tools for the best results. These case lets

discuss the importance of having an effective recruitment and

selection

process

starts

gathering

complete

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information about the applicant from his application form and ends with inducting the candidate into the organization.

Norms Of Anuj Dairy Recruitment ANUJ DAIRY mainly recruits Employee Trainees, Supervisor Trainees and Artisans, whenever vacancies for these positions are sanctioned. Once vacancies are sanctioned, the recruitment for these position is conducted according to the process which will be described in detail in open advertisement issued. You may look out for such advertisements in the Employment News, and also at this website, where it will also be hosted when issued. However, some broad features are given below: 1. For the positions ofA)Engineer Trainees b)Supervisors Trainees Normally above two recruitments are centrally conducted for various units of ANUJ DAIRY and detailed advertisement, containing no. of vacancies, job-specifications, selection process etc., is published in National Dailies. For these positions, generally recruitment is conducted leveraging technology, which requires submission of applications on-line only. The broad job-specifications are as under: JOB SPECIFICATIONS a) For Engineer Trainees Full time regular Bachelors Degree in Engineering or Technology from a recognized Indian University/Institute in the relevant

60

discipline with minimum 60% marks in the aggregate of marks of all years/semesters. b) For Supervisor Trainees Full time regular Diploma in engineering in the relevant discipline with minimum 60% marks in the aggregate of marks of all years/semesters (relax able to 55% for SC/ST candidates) from a recognized Indian university/institute. Upper Age Limit Engineer Trainee- 27 years for Graduates 29 years for Post-Graduate Supervisor Trainee-27 years The selection process involves on All India based written test followed by interview. The process, by which the candidates, who apply, are shortlisted for inviting for written test and interview, is described in detail in the advertisements issued. 2. For the position of Artisans The recruitment for these positions is conducted by concerned unit only, whenever vacancies are sanctioned to them. The detailed advertisement, containing no. of vacancies, job -specifications, selection process etc., is published in Employment News and hosted on ANUJ DAIRY website. Window advertisement is, however, published in Local Dailies. JOB SPECIFICATION Matric/SSLC + National Trade Certificate (NTC) in the relevant trade plus National Apprenticeship Certificate (NAC) with not less than 60% marks for Gen and OBC candidates and not less than 55% marks for SC/ST candidates in both NTC and NAC. Upper Age Limit- 27 years for General Candidates Relaxation in upper age limit for various categories in all the above positions is as per Presidential/ Govt. Directives on reservations.

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The selection process involves written test followed by interview. The process by which the candidates, who apply, are shortlisted for inviting for written test and interview, is described in detail in the advertisements issued. Note: 1. The above mentioned job-specifications are broad in nature. As such, it is advised to refer to the details of concerned recruitment, whenever conducted. 2. Applications for jobs are to be submitted against specific recruitment advertisement only and as prescribed. 3. Occasionally ANUJ DAIRY recruits persons at levels other than described above. Any advertisements issued in this regard will also be hosted at the site. 4. Unsolicited applications will neither be entertained nor responded.

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FINDINGS
1. Under recruitment Procedures Requisition System is incorrect because the replacement does not require fresh approval, unless it is in place of termination. 2. The data banks are not properly maintained. 3. The dead bio-data are never being destroyed. 4. Proper induction is not given to all the employees. It reserves to only a few levels. 5. Salary comparison is not justifies. Old employees are

demoralized by getting less surely then new employee. 6. Salary fixation has a halo effect. 7. Recruitment procedure is not fully computerized. 8. Manpowers are recruited from private placement consultancy, who are demanding high amount of fees, where as HRD Department is not fully utilized to recruit manpower by advertisement.

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9. Before recruitment cost benefit analysis is not done properly. It causes manpower surplus which makes loss in the industry. 10. Manpower is recruited from reliable source however efficiency does not recognized.

RECOMMENDATION
1. Fresh requisition requires approval and not replacement. 2. The dead CVs should be destroyed. 3. Each level of employee should be formally inducted and introduced to the Departmental Head. If not all levels, at least Asst. Manager and above category of employees. 4.Salary comparison should be seriously done to retain the old employees. 5. Proper salary structure to be structured to attract people and make it tax effective. 6. Cost benefit analysis should be alone before creating a position or recruitment of manpower. 7. External source should be given equal importance with internal source. By which new brain will be inducted in the company with skill, talent, efficiency etc. 8.Manpower planning should be followed before recruiting. 64

9.Proper enquiry should be done regarding previous employment of a candidate before recruitment to avoid industrial disputes.

CONCLUSION
Studying the recruitment procedures of ANUJ DAIRY., analysing the respondents answers, opinion survey and data analysis it came to conclusion that ANUJ DAIRY is a growing Company. It has a separate personnel department which is entrusted with the task of carrying out its various roles efficiently. The business of ANUJ DAIRY is carried on in a very scientific manner. In the saturation point of business it need not waste the time to diversify into another business. Management understands the business game very well. At the time of difficulty it takes necessary action to solve the problem. Now the personnel department of ANUJ DAIRY is in infancy stage. It always try to modernize the department. It strongly believes in manpower position of the organization because it knows in the absence of M for man all Ms like money, material, machines, methods and motivation are failure. develop the human resources. It always tries to In the absence of right man,

material, money, machines all things will not be properly utilized. So it always recruits manpower in a scientific manner.

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BIBLIOGRAPHY

Principles and practice of Management by C.B. Gupta. Human Resource Management by Gary Dessler www.anujdairy.com Anuj Dairy manual www.google.co.in

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