Summer Project Guidelines

(2012-13)

K J Somaiya Institute of Management Studies & Research Mumbai

Guidelines, Procedures and Rules for Summer Project Summer Project is an integral part of the 24 months MMS/PGDM programmes of K J Somaiya Institute of Management Studies & Research (SIMSR), Mumbai. The period for the training is two to two and half months, tentatively during the months of April-June of every year. No student is allowed to change the organization of training assigned to him/ her. In case such a thing happens the summer project will be considered invalid. This manual includes guidelines, procedures and rules for the Summer Project which is a compulsory requirement for the award of Post-Graduate Diploma in Management including (IB, RM and FS) and the Master of Management Studies (MMS) at SIMSR. Purpose of summer project The objective of the Summer Project Report is to allow students to organize and report the learning gained during their summer placement. From the point of view of academics, the Summer Project Report should be an intelligent presentation of the students understanding and resolution/observations of management problems. The Summer Project Report should demonstrate the integrated understanding of the various sub-branches of management that the student has learnt in the first year of his study. It should also highlight the impact of actions in one area or function, on the other area or functions in the organisation. The recommendations made in the Summer Project Report should as far as possible be in both quantitative (costs and benefits) as well as qualitative terms. It is pertinent to note that the Summer Project Report represents a visible concrete output and may stand as testimony of the student's demonstrated potential in the managerial arena. Objectives of the Summer Project 1. To provide an extensive exposure to the student hands-on experience in a corporate environment. 2. To ensure that the corporate gets adequate return from the students in terms of the resources it spends on them during the training so that there is a mutual benefit of experience and learning. 3. To provide a platform for the corporate to test the reliability, quality and performance of the students so that it results in concurrent projects or preplacement offers later if they so deem fit. 4. To nurture the summer project pipeline for future students of SIMSR.

Summer Project Report Credit The Summer Project Report work is graded equivalent to 100 marks for the MMS program and on a 4 grade scale for the PG courses. Topic for Summer Project Report The Summer Project is to be carried out in the sponsoring organisation. But the nature of work done there has to be based on a students idea of what he/she can do for the organisation. Once the student has come up with a promising idea, he/she should subject it to careful scrutiny to determine whether it: i) ii) iii) Sustains students interest and stimulate his/her imagination, so that he/she will bear upon it with his/her full creative abilities. Is manageable in size, scope, keeping in view the time, organisational resources required for preparing a report, etc. Is built on the foundation of a minimum working knowledge of a company or organisations business proposition and practices. This will help screen the ideas which are relevant to that organisation and also provide the student with an idea of how the business functions and what the possibilities are, in the business arena.

Please remember that the title should be precise and clear. The title should not claim more for the study than it actually delivers. It should also not be stated very broadly that it seems to provide an answer that cant be generalized, either from the data collected or methodology adopted Supervision During the training the student will be under the supervision of a person in the organization who will act as his/her corporate guide. He/she will provide guidelines on how the student should work during the stay with the organization. In addition, each student will be guided by a faculty of SIMSR. The student will be required to report to the faculty guide immediately after joining the company for the project. The student is required to meet the faculty guide before departing for the summer training and take necessary instructions from him/her. The faculty guide will consult the corporate guide at least once in a fortnight either in person or through mail, to obtain information on the progress of the Project work of the student. Guides For supervising and guiding the summer project, the student would be consulting two guides, one from the SIMSR faculty for academic and research inputs and the second from the sponsoring organization for managerial and/or work-life inputs.

Functions of the Academic Guide The academic guide for the summer project will help the student to: i) ii) iii) iv) Develop and vet the Summer Project Report proposal with the student. Supervise and guide the student. Provide feedback from time to time based on his/her progress. Give written feedback on the draft of the Summer Project Report submitted by the student. v) Ensure the quality of the Summer Project Report and compliance with the SIMSR Guidelines laid down for preparing the summer project report. Guidelines for student Conduct and Discipline during the summer project 1. Students are required to abide by the rules of the organization where they are undergoing their training. 2. Corporate organizations take a strong view of the punctuality and behavior of the student during the training and therefore the student is required to be on his/her best behavior and inculcate the good norms of the organization. 3. Please do not take breaks while doing the project. Students are supposed to be working during the summer project and it is not vacation. In case a student has to take leave of absence, he/she has to take necessary permission from the organization and the faculty guide before he/she proceeds on leave. 4. In case the student is to take up project based work at the instance of the company he/she should conduct it to his/her best capabilities under the guidance of the faculty/corporate guide. 5. No student should try to copy or use information shared with him/her during the training in such a way that will jeopardize the interests of the organisation. All students are required to maintain strict confidentiality of any information they come across in the organizations in course of their training. The student involved in any malpractice shall be duly penalized by SIMSR. 6. Please do not miscommunicate with your company by saying the faculty guide is not available or our Institute needs a review etc. 7. While talking to the organization personnel do not degrade your institute or teachers. Such loose talk only affects your own respectability and dignity. 8. Do not talk negative or try to be certain about everything. No organization or person likes negative talk and people who ask too may questions. 9. Show enthusiasm for any project allotted to you. Smile and enjoy hard work. Ask questions but refrain from being too nosey or argumentative.

1 0 . In case, the organization needs some urgent work to be done, not falling within the purview of your project, do it willingly MBA is not management by arrogance. Never say this is not my work or that is not my work. You will be surprised to know that there is no work which is not your work. 11. When at work, you are not a student but an intern. Respect the organizations rules while working with them. Behave like a professional manager in spirit and in action. You are student of SIMSR and therefore will observe the ethical conduct and norms of the Institute at all times. 13. Please dress appropriate to your organization. Even though no one specifies what to wear, always wear professional clothes and accessories. The Summer Project Proposal The purpose of the Summer Project proposal is to enable the student to have a concrete business or managerial problem to work on for the period of two months. Writing of the proposal is intended to enhance the students understanding, grasp and clarity of the subject matter and the context of the managerial problem. All students are required to submit their proposal or a statement of what they intend to work on, duly signed by their industry guide to the academic guide within the first week of commencement of work. This 2 page document will have to be sent along with the Initial Joining Report (Appendix 1) to be sent to the faculty guide latest by May 10. Students should also fill in the Summer Project Report Activity Completion Schedule (Appendix 5) to the academic guide. This is intended to sensitise the students on the need for planning work and keeping to the plan. The proposal should contain a brief background of the company, its business and environment, and context description on the subject. It should clearly state the objective(s) of the project and the nature of activities proposed to be undertaken to address the objectives. During the Summer Project During the period of the summer work, students are required to consult their respective academic guides at least two times by email or telephone and take corrective advice on the progress of their work. They shall send this along with the Mid-Summer Evaluation Form (Appendix 2) latest by June 20 to the faculty guide. Guidelines for Summer Project Report Preparation On completion of the summer work, students shall submit TWO hard-bound copies of the Summer project report as per the deadline announced in the Institute every year duly
5

approved by faculty and organisational guides. A Summer Project Completion Form should be submitted along with the report. (Appendix 3) A student's failure to fulfill this requirement may lead to his/her being debarred from promotion from first year to second year. The Summer Project Report Format given along with these Guidelines should be adhered to in order to maintain the quality and standard of report. The format is to serve as a guide to the students in the preparation and presentation of report. While the ideas, the findings and the inferences are of primary importance, their consideration by the reader depends in a large measure upon an orderly presentation. Summer Project Presentation Once the faculty and organisational guides approve the final draft of the summer project report, the student should submit three copies of the Summer Project Report to the Summer Project Examination Committee (SPEC) comprising of SIMSR faculty, including the faculty guide. Efforts should be made by the students and faculty guides to invite the organisational guide at the time of the presentation. The student has to give a formal presentation on a specified date and time. This defense will be open to SIMSR faculty and all PG students besides the SPEC. Presentation Guidelines & Format General advice: Be brief and to the point. Keep to the 15 minutes time allotted. 1. Presentation Outline 2. Introduction (Identify yourself, training company, Training Department, period of training.) 3. Objective (Identify training area, Training Program, tasks assigned to you.) 4. Weekly Breakdown (Identify each task undertaken during each of the 8-weeks and state whether it was fully accomplished, partially accomplished, or not accomplished.) 5. Gained Benefits (Experience gained, Techniques learned, Problems faced, Solutions or attempted solutions.) 6. Conclusion & Recommendations (Overall evaluation of the training period, Evaluation of the training organization, recommendations for future trainees.)

Summer Project evaluation Criteria: Total Marks 100 The breakup is as follows: : A. Final Report : 80% 1. Objective 2. Review of the Literature / text 3. Methodology 4. Survey / Data gathering & Analysis 5. Logical sequence of organizing the report 6. Finding & Conclusion : : : : : : 10% 15% 15% 15% 15% 10%

B. Presentation 1. Logic and structure of presentation 2. Oral Communication Skills 3. Time management & handling of questions

: : : :

20% 5% 10% 5%

Students will be awarded grades as follows: A Excellent (80-100%) B Good (60-79%) C Average (49-59%), and D (below 40%) Successful defense requires that the SPEC recommends acceptance of the Summer Project Report with a minimum grade award of C. In case the SPEC finds the quality of the Report and presentation below minimum expectations, it reserves the right to ask the student to rewrite a part or whole of the summer project. To be able to benefit from reevaluation, the student would have to resubmit TWO copies of the Summer Project

Report duly signed by the faculty and organizational guides within two weeks from the date of defense. However, in this case the student would be awarded a maximum grade of C.

Feedback on Summer Training Form The Summer Project is complete only with the filling of the Feedback on Summer Training Form jointly by every student and his/her respective HOD. The marks/grades awarded will be valid only after the submission of this form.

Summer Project Activity Completion Schedule Students are advised to keep track of the summer project report preparation activity with the help of the Summer Project Activity Completion Schedule (Appendix 5)

Appendix 1

Summer Project
\(INITIAL

JOINING REPORT)

01. 02. 03. 04. 05. 06. 07. 08.

Name of the Student Roll No. Name of the Company Address for Communication Project Title Project Description Date of Joining Name of the Project Guide a. Designation b. Address c. Telephone Number d. Mobile Number e. Email Address

: : : : : : : : : : : : :

(Signature of the Student)

Signature of the Project Guide/ Departmental Head)

Note : Send the hard copy/mail the scanned copy to the respective project guide latest by : 10th May, _____

Appendix 2

Summer Project
(MID-SUMMER EVALUATION FORM) Name of the organization Name of the Project Guide Designation Name of the Student Roll No. 01. Report of the Project Guide a. b. c. d. Efforts being put in by student Attitude towards work : : : : : : : :

General discipline & attendance : Improvements required :

(Signature of the Student)

Signature of the Project Guide/ Departmental Head)

Note : Send the hard copy/mail the scanned copy to the respective project guide latest by : 30th May

Appendix 3

Summer Project
(COMPLETION REPORT) Name of the student : Roll No. : Name of the Company : I have completed the project and all other assignments as part of Summer Project, assigned to me at (date) and have handed over all reports, material, files and books to the satisfaction of my project guide, departmental head of HR. I have also discussed and submitted my final summer project to the company. Signature of student Date : : No dues certificate (by the Company) Mr/ Ms ____________ has worked with our company for his/ her summer internship from-------(date) to (date). During this period his/ her conduct was good. We have no complaints against him/ her. All the files, books, reports or any other material issued to him/ her during the process of his/ her summer internship have been returned and there are no dues against him/ her in our Company. We wish him/ her best in all his/ her endeavors.

(Name & Signature of the of Project guide with Date)

(Name & Signature Department Head with Date)

In case the company or any of the above mentioned authorities wish to report a matter in a manner different from the certification above, the space provided below should be used. Remark

Name Designation

: :

Signature Date

: :

Note : The completion report should be submitted on completion of the Summer Project latest by 30th June The report should be sent by the Company in a sealed envelope by hand of the concerned student.
Appendix 4

Summer Project
(FEEDBACK ON SUMMER TRAINING) (To be filled up by the Project Guide / Departmental Head) Name of the Student : Roll No. : Project Title : PLEASE TICK THE APPROPRIATE BOX
Excellent 90% and above Very Good (70-89%) Good (50-69%) Average (50-49%) Poor (Below 30%)

S.No. 01 02 03 04 05 06 07

08

09 10 11 12 13 14 15

Parameter Extent of conceptual reading and clarity Comprehension of the project Seriousness, sincerity & thoroughness in planning before the study started. Sense of responsibility and commitment Time and quality orientation Initiative, drive and enthusiasm Communication effectiveness and keeping the superiors informed about the progress Prevention of mistakes and seeking guidance from the experienced persons Acceptance of mistakes Depth of study in relation to the scope envisaged Quality of analysis and diagnosis, Depth & breadth Practicality or recommendation Vis-vis purpose of the study Behavior and conduct Discipline, punctuality and regularity Quality of reporting and presentation

02. Is the report useful to company 03. Would you implement is

: :

Yes Yes

No No

04. If yes, to what extent and in what respect can you implement it?

05. If no, can you please specify the reasons for it?

06. Any weaknesses observed, which he/ she needs to correct and School of Management should pay attention.

07. Any aspect on which he/ she should pay more attention to be more professional and effective.

Date Name Designation Company Tel No. Email

: : : : : :

(Signature of the Project Guide / Departmental Head with Date) Note : The completion report should be submitted on completion of the Summer Project latest by 10th July The report should be sent by the Company in a sealed envelope by hand of the concerned student

Appendix 5

Summer Project Report Activity Completion Schedule Duration of Summer Training: From -------------- to -------------.

Activity No. 1

Activity Selection of Organisation/Company Area of project Problem Formulation, Setting of Objectives, Deciding on methodology of study/work Field Work Completion of the project and collection of Certificate as well as progress Report Sheet from Organisation/Company where you have done your project work.

Expected Date of Completion

5 6 7

Rough Draft Final Draft Submission of the Report

(This needs to be submitted along with the Initial Joining Report