Project Title-

Recruitment Cell In HR Department

Summer Internship/Project Report Submitted in

Partial fulfillment of BBA + MBA Programme 2010-2015 By Rahul Kumar 10/IMB/025

School of Management Gautam Buddha University Gautam Buddha Nagar- 201 308

DECLARATION
I, Rahul Kumar hereby declare that this Summer Training Report on recruitment and selection process in GLOBAL AUTOTECH LIMITED, G .B .Nagar is based on original work carried out by me in Partial Fulfillment of the requirement for the award of Integrated MBA in Gautam Buddha University, Gautam Budh Nagar.

Place: Kumar

Rahul

PREFACE

A Project is a very important and mandatory part of Management education. It is very essential for a student of management to know the working and nature of corporate world before entering it. It is through a project that a management student learns his/her first lesson in handling people and then completing his/her work and gets a practical knowledge of the field he/she is specializing in. Along with all other branches like Marketing, Finance, IT etc. human resource is very essential in order to survive in the market. A good HR strategy as well as proper recruitment and selection can lead to its success while a poor strategy can lead to the failure of the project. The recruitment and selection of staff requires care and attention. It cannot be hurried or fitted in between other tasks. A bad or ill matched appointment will waste both time and human resource later on. The recruitment and selection procedures should be designed so as to withstand scrutiny and to fulfill the legal obligations placed on all recruiters. Adherence to the guidelines will provide

protection for individuals involved in selection. It should be ensured that the practices are fair.
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What Me Rahul Kumar Learnt U\In Theis Project As Follows:

1) The Company could first all know that what are mind sets of its employee about their working culture, Company environment and what are the changes they want in it. 2) After knowing about the employees feedback, the company could create a better performance oriented culture which consist of trust, positivity, recognition and team spirit across the whole organization. 3) The questionnaires consist of an open and question at the end which the respondent can give suggestion and free to write his/her thinking and changes which could bring about higher growth for the company in the future.

EXECUTIVE SUMMARY
The main objective of this study was to study the entire recruitment and selection procedure in the organization.

The recruitment and selection process forms the bloodline of any organization because if one cannot find the right candidate for the right job, then the organization will not be able to achieve its goals. It is imperative that the human resources should be hired with utmost care because the people are the biggest assets of any company.

The methodology adopted for this study included observation of the process, doing the job practically as well as using a questionnaire for surveying and getting the feedback about the procedure from the recruiters within the company. The scope of the study was limited to the recruiters within the company. However, the respondents included people from all levels in the HR department.

The main findings of the study were that the recruiters of the company are satisfied not only with the current procedure of recruiting, but also with the policies regarding the same. The hiring for all the divisions of GAL is done by a single HR department. Proper reference checks are done before the candidates are hired. The recruitment and selection process in Global Autotech Ltd. starts with the manpower planning and this process ends till the induction of the new employee each step in recruitment and selection has been defined carefully and flow charts have been used to bring more clarity.

Also, the effectiveness of the whole process is measured periodically. Moreover, most of the respondents were satisfied with the HRP being carried out. The major recommendations included improving the whole HR process so as to provide better results and thereby streamlining the recruitment and selection procedure further. Also, the process of approving the new positions could be accelerated so as to meet the growing demands of the company.

To sum up, the process was found out to be more or less streamlined and effective. The process included all the vital components to bring the right candidate for the right job within the organization.

ACKNOWLEGEMENT

With found respect and gratitude, I take the opportunity to convey my regards to the management of the GLOBAL AUTOTECH LTD. For giving me this opportunity to complete my project work on Recruitment Cell In HR Department

I wish to express my gratitude to MR. ANANDYA BHATTACHARYA to whom I am indebted for his valuable suggestion and constant moral support.

I am also thankful to my project coordinator MR.SOURAV VERMA for his proper guidance time to time for my training. I would also like my gratitude to all associates of industry who helped me in every way to complete my project and enriched my knowledge from their valuable time.

CONTENTS
S.NO. 1. 2. INTRODUCTION(HRM) 11 3. FUNCTION OF HRD (HUMAN RESOURCE DEPT.) 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. OBJECTIVE OF STUDY 15 RESEARCH METHODLOGY COMPANY OVERVIEW TOPIC INTRODUCTION(RECRUITMENT) RECENT TRENDS OF RECRUITMENT SELECTION RECRUITMENT PROCESS AT GAL HR REQUISITION FORM INTERVIEW SHEET INTERVIEW QUESTIONAIRE FINDINGS ABOUT GAL CONCLUSION 18 21 28 50 64 73 85 86 89 91 93
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TOPIC LITERATURE REVIEW on Recruitment & Selection

PAGE NO. 09

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16. 17.

RECOMMENDATION AND SUGGESTIONS BIBLIOGRAPHY

94 95

LITERATURE REVIEW on Recruitment & Selection

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INTRODUCTION
HUMAN RESOURCE MANAGEMENT

Human Resource plays a crucial role in the development process of the modern economics. ARTHUR LEWIS observed There are great differences in development between countries which seem to have roughly equal resources, so it is necessary to enquire into the difference in human behaviours

Human resource management is the management of employees skill, knowledge abilities, talent, aptitude, creativity, ability etc. different terms are used for denoting Human Resource Management. They are labour management, labour administration, labour management relationship, employee employer relationship, industrial relationship, human capital management, human assent management etc. Though these terms can be used differently widely, the basic nature of distinction lies in the scope or coverage and evolutionary stage. In simple sense, human resource management means employing people, developing their resources, utilizing,
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maintaining and compensating their services in tune with the job and organizational requirements.

Relevance of Recruitment and Selection Procedures in HR Recruitment and selection procedure is a vital factor of an organization. If it is not done properly the production procedure will be hampered. Hence, productivity will fall down and the whole organization and not only the employer will suffer. It will affect the employer- employee relationship. Therefore, recruitment and selection procedures should be done in proper and correct manner. The new candidates should replace the vacant post so that the functioning of the company does not hamper. By this the productivity will increase and the organization will gain profit and the employer will be happy and will not hesitate to distribute bonus and increments to the employees. Moreover, the employees will also be more motivated to work. Hence there will be harmonious relationship in the organization and it will also stabilize the organization in the long run.

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13

HUMAN RESOURCE DEVELOPMENT

This department looks after the needs and Requirement the present employees. This Department includes number of function which are as Follows:

Training and Development it includes technical, soft skills and process related to training. Process and policies it contains all the rule and regulations that need to be followed by the employees. Appraisal and increment- it is in the formal feedback to the employees about their performance and the conduct of work. Induction-involves the information to the new employees about the company, job, departments etc Motivational activities and entertainment- involves motivating the employees to improve their productivity. Roles and responsibilities-that every individual employee needs to fulfil Key Result Area (KRA) it is the measurement quantifiable of output for the roles of responsibilities. Employee separation-includes resignation and dismissal.
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 Joining formalities- take place when a new employee joins the company. Computerization Helpdesk Employee verification-take place at the time of joining of the new employee. Surveys Project trainees Counseling and grievance handling-both are different as counseling is basically helping out in personal problems whereas, grievances Handling involves the handling of complains that the employees has towards the management.

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OBJECTIVES OF THE STUDY

Basically, recruiting is the discovering of potential candidates for actual or anticipated organizational vacancies. It also can be said in another way that it is the bringing together those with jobs to fill and those seeking jobs. It is important to study Recruitment and Selection because through it I can identify our human resource needs, can know what kind of people we must select to fill up the specified vacancies. I chose this aspect for my project as in the long run, I wish to make a career in the field of recruitment and selection itself. When this wonderful opportunity came my way, I decided to take it up as a part of my internship research project report, keeping in mind my long term career goals. In short we can say that the main purpose of recruitment are as follows: 1. To study the recruitment and selection procedure followed in GAL. 2. To study the manpower requisition form in GAL including job description and job specification) 3. To evaluate the interview evaluation sheet. 4. To determine presentation and future requirement of the organization in conjuction with personnel planning and job analysis activities. 5. To increase the pool of job candidates with minimum cost.
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6. To increase the success rate of the selection process by reducing the Number of , obviously, qualified or overqualified job applicants. 7. To meet the organizations legal and social obligation regarding the composition of Workforce. 8. To identify and prepare the potential job applicant who will be appropriate. 9. Proper recruitment policy increase organizational and individual effectiveness in short and long run. 10.To know the effectiveness of various recruiting technique and source for all type of Job applicant

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Research Methodology
In everyday life human being has to face many problems via, social ,economical, financial problems in life call for acceptable and effective solutions and for acceptable and effective solutions and for this purpose

research is required and a methodology applied for solution can be find out.

Primary Data:
Primary data may be described as those data that have been observed and recorded by the individual or someone else for the first time to their knowledge.

Secondary Data:

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Data was collected from books, magazines, web sites, going through the records of the organisation, etc. It is the data which has been collected by individual or someone else for the purpose of other than those of our particular research study. Or in other words we can say that secondary data is the data used previously for the analysis and the results are undertaken for the next process.

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GLOBAL AUTOTECH LIMITED

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COMPANY OVERVIEW

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PUNCH LINE

Background of GAL
Global Autotech Limited manufactures Aluminium machined Die-cast components through squeeze & high pressure aircon hoses, tube connectors, magnetic clutch rotor, idle pulley, steel shafts, compressor piston & swash plates for automotive AC system for OES. GAL.is TS16949,ISO 14001,and OHSAS 18001 certified by TUV. Our achievements are accrued to the dynamic work force of the organization, their orientation towards the customer, their zeal to learn and excel everyday and their indefatigable disposition towards new challenging assignments. The metamorphosis of GAL has been realized with strong support of our esteemed customers and we aspire to go all-out to meet the evolved needs of our customers. As a responsible global citizen we continue to meet all the social responsibilities including the environment. GAL will continue to dedicate itself to the fruition of the auto-fraternity and its contribution towards the society.

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Principle of GAL:
Principles statements define how people want to behave with each other in the organization. GAL statement is about how the organization will value their customers, suppliers, and the internal community. For this reason Global Autotech Limited Employees hold themselves accountable to the following guiding Principles for the organization. Emotional: Passionate, Creative, Respectful, etc. Functional: Simple, Ethical, Transparent, Ownership No matter what we do in order to realize our purpose, we hold ourselves accountable to the following primary guiding Principles for our organization. Passionate: We are Passionate-its in all of us. Whether visible or hidden within for whatever reason. Everything we do is about doing the best we can. We are there for each other and we striving to help in every way we can. Creative: Everything we do we should do in a creative innovative manner. We bring energy to our work. We provide creative and imaginative and services to our customers. Respectful: We are truly respectful to each other, our subordinates, peers, partners and customers. We treat everyone equally and we allow people to express their thoughts opinions in a respectful manner. Open: We have no hidden agendas. We share information freely. We can only be open with our customers, partners, and stakeholders if we are open with ourselves- regardless of hierarchy. Ethical: we are moral, upright, honest, righteous, virtuous, honorable, keeping our promises in all we say and do. We clearly align to our internal and organizational code of ethics and code of honor. We will oppose all forms of corruptions. Transparent: A few key words and phrases sums this up: Honesty, openness, frankness, no lies, no deceit, no games, easily understood. We are transparent with our customers, with each other, with our subordinate and peers.
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Ownership: while working individually or correctively, we clearly demonstrate individual and collective ownership. Making mistakes is clearly part of daily business as it is part of daily life- as long as we own up to this clear, no culture of fear. Simple- Everything we do and say should be simple and easy to understand. In terms of communications we make sure the massaging is in plain, simple language. Our plains are simple and uncomplicated.

vision
From its inception, GAL has the vision to grow into one of the most dynamic organization that will supply quality automotive parts to a wide variety of costumer across the globe.

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Product Portfolio:

Magnetic Clutch Rotor and Pulley Connector and Hose Assembly Tube Connector

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Divisions / Departments of GAL.

GAL is operating with following Divisions / Departments having its establishment in two locations in Greater Noida.

GAL has following divisions and departments:

Finance Division Information Technology Division Technical Division Corporate Affair Department Corporate Strategy Department Human Resources Division Internal Audit Department Corporate Strategy Department Supply Chain Management Department Quality Control Department Legal & Compliance Department Security & Safety Department MDs/CEOs Office Marketing Department Production Planning and Control (PPC)

Quality Issues
Study in details all information about that products which is available to the company. If there is any change in the existing products by costumer then same processor will follow again.

QUALITY
7s quality tools is used by company to know about the quality of the products and to improve the quality. Talley/Check Sheet- it is used to check and solve the problem.
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 Pareto Chart it is used to find major and minor problem and where company want to focus more to cover higher level of problem. Histogram It shows the level of different types of problem. Flow chart It shows the area in which problem is occurred. Cause and effects responding the problem. It shows how and in which way problem can we occurred. Scatter diagram It makes the relation of one variable with other variables. Control chart It shows the quality control of the products.

Human Resource Division:

Human resource department is responsible for the recruitment and training of the employees of the company. They also monitor the performance and handle the promotion and salary related matters. They also administer the regulations of the company.

Corporate Strategy Department:

The corporate strategy department determines the long term strategies and short term plans. All the corporate level policies come from them and they are also responsible for the implementation.

Corporate Affairs Department:

The corporate affairs department is responsible for the internal and external synchronization. At on hand, they coordinate with outside companies. Along with that, they harmonize among the divisions and departments inside the company.

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TOPIC INTRODUCTION

R E C R U I T M E N T

Recruit the best Efficient Cautious and Confident Reliable Unique Initiative Taking Team Worker Modifying Energetic Narcissistic Trained
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A N D

Adaptable Negotiating Disciplined

S E L E C T I O N

Sincerity Extroverted and excitable Laborious Enthusiastic Confident and creative Talented and trustworthy innovative and intelligent Optimistic Nitency
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RECRUITMENT

Recruitment and selection is commonly used to finding and attracting capable applicants for employment. Recruitment is the process to discover sources of manpower to meet the requirement of staffing schedule. Human resource is a basic need of any work to be done (Arthur Lewis) There are great differences in development between Recruitment and selection play very important role in the development of countries which seem to have roughly equal resources, so it is necessary to enquire into the difference in human behaviour The project report is all about recruitment and selection process thats an important part of organisation. Recruitment highlights each applicants skills, talents and experience .their selection involves developing a list of qualified candidates .defining a selection

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strategy, identifying qualified candidates, thoroughly evaluating qualified candidates and selecting the most qualified candidate. It is said if right person is appointed at right place the half work has been done. Recruitment is hiring of employees from outside. Recruitment has been regarded as the most important function of the HR department , because unless the right type of people are hired, even the best plans, organization chart and control system would not do much good.

Recruitment is the discovering of potential applicant for actual or anticipated organizational vacancies. Accordingly the purpose of recruitment is to locate sources of manpower to meet the job requirements and job specification. Recruitment is a continuous process whereby the firm attempts to develop a pool of qualified applicants for the future human resources needs even though specific vacancies do not exist. Usually, the recruitment process starts when a manager initiates initially an employee requisition for a specific vacancy.

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RECRUITMENT NEED ARE OF THREE TYPES

Planned i.e. the needs arising from changes in organization and retirement policy. Anticipated Anticipated needs are those movements in personnel, which an organization predict by studying trends in internal and wxternal environment. Unexpected Resignation, deaths, accidents, illness give rise to unexpected needs.

RECRUITMENT PROCESS
The recruitment and selection is the major function of the human resource department and recruitment process is the first towards creating the competitive strength and the recruitment strategic advantage for the organization. Recruitment Process involve a systematic procedure from sourcing the candidates to arranging and conducting the interview and require many resources and time. A general recruitment process is as follow.

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IDENTIFYING THE VACANCY

The recruitment process begins with the human resource department receiving requisitions for recruitment from any department of the company. These contain o Post to be filled o Number of Person o Duties to be performed o Qualification required o Preparing the job description and person specification o Locating the developing the sources of required number and type of employee(Advertising etc) o Short-listing and identifying the prospective employee with required characteristics o Arranging the interview with the selected candidates o Conducting the interview and decision making

SOURCES OF RECRUITMENT
Every organization has the option of choosing the candidate for its recruitment process from two kinds of sources internal and external. The sources within the organization itself(like the transfer of employees from one department to other,
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promotion) to fill a position are known as the internal sources of recruitment. Recruitment candidates from all the other sources(like outsourcing agencies, etc) are known, as the external sources of the recruitment.

PRILIMINARY INTERVIEWS
It is used to eliminate those candidates who do not meet the minimum eligibility criteria laid down by the organization. The skills, academic and family background, competencies and interest of the candidate are examined during preliminary interview. Preliminary interviews are less formalized and planned than the final interview. The candidates are given a brief up about the company and the job profile and it is also examined how much the candidate knows about the company preliminary interviews are also called screening interviews.

APPLICATION BLANKS The candidates who clear the preliminary interview are required to fill application blank. It contains data record of the candidate such as details about qualification reason for leaving previous job, experience etc. Various written test conducted during selection procedure are aptitude test, intelligent test, reasoning test, personality test etc.

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WRITTEN TEST Various written tests conducted during selection procedure are aptitude test, intelligence test, reasoning test, personality test etc. These tests are used to objectively assess the potential candidate. They should not be biased.

EMPLOYMENT INTERVIEWS It is a one to one interaction between the interviewer and the potential candidate. It is used to find whether the candidate best suited for the required job or not. But such interviews consume time and money both. Moreover the competencies of the candidate cannot be judged. Such interviews may be biased at the times. Such interviews should be conducted properly. No distraction should be an honest communicates between candidate and interview.

MEDICAL EXAMINATION Medical tests are conducted to ensure physical fitness of the potential fitness of the potential employee. It will decrease chances of employee absenteeism.

APPOINTMENT LETTER A reference check is made about the candidate selected and then finally he is appointed by giving a formal appointment letter.
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It is defined as a process to discover the sources of manpower to meet the requirements of staffing schedule and to apply effective measures for attracting the manpower to adequate number to facilitate effective selection of an effective workforce.

Yoder points out that recruitment is a process to discover the sources of manpower to meet the requirement of the staffing schedule and to employee effective measures to attracting that manpower in adequate number to facilitate effective selection of an effective workforce.

Edwin B Flippo defines recruitment as the process of searching for prospective employees and stimulating them to apply for the jobs in the organization.

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OBJECTIVES OF RECRUITMENT:The objectives of Recruitment are To attract people with multi-dimensional skills and experiences that suits 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 organization. To develop an organizational culture that attracts competent people to the company. To search the people whose skills fit the companys values. To seek out non-conventional development grounds of talent. To search for talent globally and not just within the company. To anticipate and find people for positions those do not exist yet.

PURPOSE AND IMPORTANCE

The general purpose of recruitment is to provide a pool of potentially qualified job candidates specially the purposes are to:

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 Determine the present and future requirements of the organisation in conjunction with its personnel-planning and job analysis. Increase the pool of job candidates at minimum cost. Help to increase the success rate of the selection process by reducing the number of visibly under qualified or overqualified job applicants. Meet the organisations legal and social obligations regarding the composition of workforce. Begin identifying and preparing potential job applicants who will be appropriate candidates. Increase organisational and individual effectiveness in the short term and long term. Evaluate the effectiveness of various recruiting techniques and sources for all types of job applicants.

Policy for Recruitment:

In todays rapidly changing business environment, a well defined recruitment policy is necessary for organizations to respond to its human resource requirements in time. Therefore, it is important to have a clear and concise

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recruitment policy in place, which can be executed effectively to recruit the best talent pool for the selection of the right candidate at the right place quickly. Creating a suitable recruitment policy is the first step in the efficient hiring process. A clear and concise recruitment policy helps ensure a sound recruitment process. It specifies the objectives of recruitment and provides a framework for implementation of recruitment programme. It may involve organizational system to be developed for implementing recruitment programmer and procedures by filling up vacancies with best qualified people. Workforce planning Workforce planning information is beneficial in the process of developing a workforce plan. It involves achieving our desired profile through: forecasting future needs for employees in different roles, predicting the availability of such employees, and developing strategies to match supply with demand.

Vacancy is identified

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Approval to recruit is sought Approval to fill positions and that the local area may have specific approval processes as well. The clearly identifies the rationalisation underpinning the need to recruit by providing: a clear understanding of the need for the position the key role of the position how the position fits into the existing structure the alternatives considered by the manager agreed workforce planning priorities/needs budget implications

Duties, tasks and responsibilities are defined Job analysis Job analysis involves a systematic investigation of jobs using a variety of methods, to determine essential duties, tasks and responsibilities. Job analysis is crucial to the identification of relevant skills and competencies. It involves obtaining objective and verifiable information about the actual requirements of a job, and the skills and competencies required to meet the local

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area and Universitys needs.Job analysis facilitates accurate recruitment and selection practices, sets standards for performance appraisals and allows appropriate classification/reclassification of positions. Comparing the skills possessed by employees with the results of job analysis can greatly assist in workforce planning strategies and restructuring or redesigning jobs to reflect the requirements of the local area

Position description is written The position description should provide applicants with a clear indication of the duties, accountabilities and outcomes expected of the position. The position description is the base document used in the management of the employees performance as outlined in the Universitys performance management scheme. If there is already an existing position description this should be reviewed before the start of a selection and recruitment process. A position description provides information relating to a role at a given point of time, however few positions remain the same over a long period of time, hence the need for review. The position description is a key document in the process as it provides a clear picture of the position to the members of the selection panel and to the potential

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candidates and should accurately reflect the nature of the role and the required sills, knowledge and attributes (selection criteria) necessary for successful performance in the role. It should also identify core relationships such as client groups, that the appointee may need to establish and maintain.

Position is evaluated Job evaluation and classification overview Job evaluation is the process used to measure the relative job worth of positions within an organisation at a point in time. It focuses on actual requirements of the position, not on a person or their performance and measures the content/work value and not the volume of work. The work value of the position is dependent on a range of factors including the experience, skills and training required to perform the duties and responsibilities of the position.

COMPONENTS OF THE RECRUITMENT POLICY The general recruitment policies and terms of the organization Recruitment services of consultants Recruitment of temporary employees
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 Unique recruitment situations The selection process The job descriptions The terms and conditions of the employment ` RECRUITMENT NEEDS ARE OF THREE TYPES Planned: I.e. the needs arising from changes in organization and retirement policy. Anticipated: Anticipated needs are those movements in personnel, which an organization can predict by studying trends in internal and external environment. Unexpected: Resignation, deaths, accidents, illness give rise to unexpected needs

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FLOW DIAGRAM OF RECRUITEMENT PROCESS

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SOURCES OF RECRUITEMENT

Internal Recruitment
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Internal recruitment is a recruitment which takes place within the concern or organization. Internal sources of recruitment are readily available to an organization. Internal sources are primarily three - Transfers, promotions and Re-employment of ex-employees. Re-employment of ex-employees is one of the internal sources of recruitment in which employees can be invited and appointed to fill vacancies in the concern. There are situations when exemployees provide unsolicited applications also. Internal recruitment may lead to increase in employees productivity as their motivation level increases. It also saves time, money and efforts. But a drawback of internal recruitment is that it refrains the organization from new blood. Also, not all the manpower requirements can be met through internal recruitment. Hiring from outside has to be done. There are two important source of recruitment: Transfer: it involve the shifting of an employee from one job to another, one department to another or from one shift to another. it is a good source of filling vacancies with employees overstaffed departments and shifts. Promotion: it involves shifting of employee to higher position, carrying higher responsibilities, facilities, status, pay. Many companies follow the

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practice of filling higher jobs by promoting employees who considered fit for such positions .it has great psychological impact over employees because a promotion at the higher level may lead to a chain of promotions at lower level in the organisation. Retrenched

or Retired Employees: Generally a particular

organization retrenches the employees due to lay-off. The organizations take the candidates for employment from the retrenched employees due to obligation, trade union pressure and the like. Sometimes the organization prefers to re-employee their retired employees as a token of their loyalty to the organizations or to postpone some inter-personnel conflicts for promotion etc.

Dependents of Deceased, Disabled, Retired and Present

Employees: Some organizations with view to developing the commitment

and loyalty of not only the employee but also his family members and to build up image provide employment to the dependents of deceased, disable and present employees. Such organizations find this source as an effective source of recruitment.

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Internal sources leads to employees are motivated to improve their

performance.

External Recruitment
External sources of recruitment have to be solicited from outside the organization. External sources are external to a concern. But it involves lot of time and money. The external sources of recruitment include - Employment at factory gate, advertisements, employment exchanges, employment agencies, educational institutes, labour contractors, recommendations etc.

Advertisement - It is an external source which has got an important place in

recruitment procedure. The biggest advantage of advertisement is that it covers a wide area of market and scattered applicants can get information from advertisements. Medium used is Newspapers and Television

Educational Institutions - There are certain professional Institutions

which serve as an external source for recruiting fresh graduates from these institutes. This kind of recruitment done through such educational institutions is called as Campus Recruitment. They have special recruitment cells which help in providing jobs to fresh candidates.

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Recommendations - There are certain people who have experience in a

particular area. They enjoy goodwill and a stand in the company. There are certain vacancies which are filled by recommendations of such people. The biggest drawback of this source is that the company has to rely totally on such people which can later on prove to be inefficient.

Employment Agencies - There are certain professional organizations

which look towards recruitment and employment of people.

Recent Trends in Recruitment

The following trends are being seen in recruitment:

Outsourcing: In India, the HR processes are being outsourced from

more than a decade now. A company may draw required personnel from outsourcing firms. The outsourcing firms help the organization by the initial screening of the candidates according to the needs of the organization and creating a suitable pool of talent for the final selection by the organization. Outsourcing firms develop their human resource pool by employing people for them and make available personnel to various companies as per their needs. In

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turn, the outsourcing firms or the intermediaries charge the organizations for their services. Advantages of outsourcing are: Company need not plan for human resources much in advance. Value creation, operational flexibility and competitive advantage Turning the management's focus to strategic level processes of HRM Company is free from salary negotiations, weeding the unsuitable

resumes/candidates. Company can save a lot of its resources and time

Poaching/Raiding: Buying talent (rather than developing it) is the

latest mantra being followed by the organizations today. Poaching means employing a competent and experienced person already working with another reputed company in the same or different industry; the organisation might be a competitor in the industry. A company can attract talent from another firm by offering attractive pay packages and other terms and conditions, better than the current employer of the candidate. But it is seen as an unethical practice and not openly talked about. Indian software and the retail sector are the sectors facing the most severe brunt of poaching today. It has become a challenge for
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human resource managers to face and tackle poaching, as it weakens the competitive strength of the firm.

III.Walk-in: The busy organizations and the rapid changing companies do

not find time to perform the various functions of recruitment. Therefore, they advise the potential candidates to attend for an interview directly and without a prior application on a specified place. The suitable candidates from among the interviewees will be selected for appointment after screening the candidates through tests and interviews. IV.Consult-in: The busy and dynamic companies encourage the potential jobseekers to approach them personally and consult them regarding the jobs. The companies select the suitable candidates from among such candidates through the selection process. V.Head hunting:Head-hunters are also called search consultants. The companys request the professional organizations to search for the best candidates particularly for the senior executive positions. The professional organizations search for the most suitable candidates and advise the company regarding the filling up of the positions. VI.Body shopping: Professional organizations and the hi-tech training institutes develop the pool of human resources for the possible employment.
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The prospective employers contact these organizations to recruit the candidates. Otherwise, the organizations themselves approach the prospective employers to replace their human resources. These professional and training institutes are call body shoppers, and their activities are known as body shopping. The body shopping is mostly used for professionals. VII.Business Alliances: Business alliances like acquisitions, mergers and take-overs help in getting human resources. In addition, the companies do also have alliances in sharing their human resources on ad-hoc basis.

VIII.Tele-recruitment:

The

technological

revolution

in

telecommunication helped the organizations to use internet as a source of recruitment. Organizations advertise the job vacancies through the World Wide Web internet. The job-seekers send their application through e-mail or internet.

IX.E-Recruitment: Many big organizations use Internet as a source of

recruitment. E-Recruitment is the use of technology to assist the recruitment process. They advertise job vacancies through worldwide web. The job seekers send their applications or curriculum vitae i.e. CV through e mail using the Internet. Alternatively job seekers place their CVs in worldwide web, which can be drawn by prospective employees depending upon their requirements.
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Advantages of recruitment are: Low cost. No intermediaries Reduction in time for recruitment. Recruitment of right type of people.

E-Recruitment The buzzword and the latest trends in recruitment is the E-Recruitment. Also known as Online recruitment, it is the use of technology or the web based tools to assist the recruitment process. The tool can be either a job website like naukri.com, the organizations corporate web site or its own intranet. Many big and small organizations are using Internet as a source of recruitment. They advertise job vacancies through worldwide web. The job seekers send their applications or curriculum vitae (CV) through an e-mail using the Internet. Alternatively job seekers place their CVs in worldwide web, which can be drawn by prospective employees depending upon their requirements.

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The internet penetration in India is increasing and has tremendous potential. According to a study by NASSCOM Jobs is among the top reasons why new users will come on to the internet, besides e-mail. There are more than 18 million rsums floating online across the world. The two kinds of e- recruitment that an organization can use is 1. Job portals i.e. posting the position with the job description and the job specification on the job portal and also searching for the suitable resumes posted on the site corresponding to the opening in the organization. 2. Creating a complete online recruitment/application section

in the companys own website. Companies have added an application

system to its website, where the

passive job seekers can submit their resumes into the database of the organization for consideration in future, as and when the roles become available. Resume Scanners: Resume scanner is one major benefit provided by the job portals to the organisations. It enables the employees to screen and filter the

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resumes

through

pre-defined

criterias

and

requirements

(skills,

qualifications, experience, payroll etc.) of the job. Job sites provide a 24*7 access to the database of the resumes to the employees facilitating the just-in-time hiring by the organizations. Also, the jobs can be posted on the site almost immediately and is also cheaper than advertising in the employment newspapers. Sometimes companies can get valuable references through the passers-by applicants. Online recruitment helps the organizations to automate the recruitment process, save their time and costs on recruitments. Online recruitment techniques Giving a detailed job description and job specifications in the job postings to attract candidates with the right skill sets and qualifications at the first stage. E-recruitment should be incorporated into the overall recruitment strategy of the organization. A well defined and structured applicant tracking system should be integrated and the system should have a back-end support. Along with the back-office

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 support a comprehensive website to receive and process job applications (through direct or online advertising) should be developed. Therefore, to conclude, it can be said that e-recruitment is the Evolving face of the recruitment.

Advantage & Disadvantage of E-Recruitment

There are many benefits both to the employers and the job seekers but the erecruitment is not free from a few shortcomings. Some of the advantages and the disadvantages of e- recruitment are as follows:

Advantages of E-Recruitment are:

Lower costs to the organization. Also, posting jobs online is cheaper than

advertising in the newspapers. No intermediaries. Reduction in the time for recruitment (over 65 percent of the hiring

time). Facilitates the recruitment of right type of people with the required skills. Improved efficiency of recruitment process. Gives a 24*7 access to an online collection of resumes.
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Online recruitment helps the organizations to weed out the unqualified

candidates in an automated way. Recruitment websites also provide valuable data and information

regarding the compensation offered by the competitors etc. which helps the HR managers to take various HR decisions like promotions, salary trends in industry etc

Disadvantages of E-Recruitment:
Apart from the various benefits, e-recruitment has its own share of shortcomings and disadvantages. Some of them are: Screening and checking the skill mapping and authenticity of millions of

resumes is a problem and time consuming exercise for organizations. There is low Internet penetration and no access and lack of awareness of

internet in many locations across India. Organizations cannot be dependant solely and totally on the online recruitment methods. In India, the employers and the employees still prefer a face-to-face

interaction rather than sending e-mails.

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There are two types of factors that affect the Recruitment of candidates for the company

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Internal Factors Affecting Recruitment: Recruitment Policy

The recruitment policy of an organisation specifies the objectives of recruitment and provides a framework for implementation of recruitment programme. It may involve organizational system to be developed for implementing recruitment programmes and procedures by filling up vacancies with best qualified people.

Human Resource Planning

Effective human resource planning helps in determining the gaps present in the existing manpower of the organization. It also helps in determining the number of employees to be recruited and what qualification they must possess.

Size of the firm

The size of the firm is an important factor in recruitment process. If the organization is planning to increase its operations and expand its business, it will think of hiring more personnel, which will handle its operations.

Cost

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Recruitment incur cost to the employer, therefore, organizations try to employ that source of recruitment which will bear a lower cost of recruitment to the organization for each candidate. Growth and Expansion Organisation will employ and think of employing more personnel if it is expanding its Operation.

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External Factors Affecting Recruitment: Supply and Demand

The availability of manpower both within and outside the organization is an important determinant in the recruitment process. If the company has a demand for more professionals and there is limited supply in the market for the professionals demanded by the company, then the company will have to depend upon internal sources by providing them special training and development programs.

Image/Goodwill
Image of the employer can work as a potential constraint for recruitment. An organization with positive image and goodwill as an employer finds it a easier to attract and retain employees than an organization with negative image. Image of a company is based on what organization does and affected by industry. For example finance was taken up by fresher MBAs when many finance companies were coming up.

Political-Social-Legal Environment
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Various government regulations prohibiting discrimination in hiring and employment have direct impact on recruitment practices. For example, Government of India has introduced legislation for reservation in employment for scheduled castes, scheduled tribes, physically handicapped etc. Also, trade unions play important role in recruitment. This restricts management freedom to select those individuals who it believes would be the best performers. If the candidate cant meet criteria stipulated by the union but union regulations can restrict recruitment sources.

Unemployment rate:

One of the factors that influence the availability of applicants is the growth of the economy (whether economy is growing or not and its rate). When the company is not creating new jobs, there is often oversupply of qualified labour which in turn leads to unemployment.

Competitors

The recruitment policies of the competitors also effect the recruitment function of the organisations. To face the competition, many a times the Organisations have to change their recruitment policies according to the policies being followed by competitors.

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SELECTION

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SELECTION:
Selection is the process of picking individuals with requisites qualifications and competence to fill jobs in the organisation. It is the process of differentiating between applicants in order to identify (and hire) those with a greater likelihood of success in a job. Selection involves a series of steps by which the candidates are screened for choosing the most suitable persons for vacant posts. The process of selection leads to employment of persons who possess the ability and qualifications to perform the jobs which have fallen vacant in an organisation. The basic purpose of the selection process is to choose right type of candidates to various positions in organisation. The aim of selection process is to reject the unsuitable candidates. Role of Selection The role of selection in an organisations effectiveness is crucial for at least two reasons. First, work performance depends on individuals .the best way to improve performance is to hire people who have the competence and the willingness to work.
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Second, cost incurred in recruiting and hiring personnel speaks volumes about the role of selection. The cost of searching for and training a top level executive may run.

SELECTION PROCEDURE
The selection procedure will vary from organization to organization and even from department to department within the same organization according to kinds of the jobs to be filled. Selection process will start when some application are received from the candidates, the personnel department will classify and file applications and will screen out the applicants which are found unsuitable. The number of steps in the procedure and the sequence of steps also varies. Every organisation will design a selection procedure that suits its requirement.

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SELECTION PROCESS

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 Receiving application: After manpower planning the requirement are first made through organisations database bank of all eligible candidate .enquires are made from candidates. The application received gives preliminary idea the candidate to interviewer and helps him to formulating questions to have information about candidates.

Screening of application:
After the application received, HR executive responsible for screening. The sort listing is first done from databank maintained for organisation. Screening is done by recruitment and criterion fixed. The number of candidates called for interview is normally five to seven times the number of post to be filled.

Issuance of interview letter/mail/telephone:

The screened application is then received by personnel manager and interview letter are dispatched by registered post where date, time and venue of interview and other criteria are intimated to candidates.

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 Coordination with panel members:

According to the department requirement panels have to be made it could be of marketing, HR, finance .This panel has to be made according to eligibility criteria.

Employment test:
Individual differ in all aspects matching of individuals physical, mental and temperamental pattern with the requirement of job is difficult task. For customer executive attitude test is essential Employment test include Intelligence test Aptitude test Proficiency test Interest test personality test Employee test are widely used for judging the applicant suitability for the job. They bring out the qualities and weakness of individuals which could be analyzed for the job.
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 Employment interview:
Interview may be used to secure more information about the candidate; the main purpose of interview is to find out: the suitability of candidate communication skills knowledge personality The factual data of applicant may be checked and more information is collected from the candidate. Interview offers an opportunity to develop the clear picture of candidate. It is important to have an interview on several stages especially for senior position. There may be preliminary interview by the head of the department. The final interview is taken by selection committee.

Checking reference:
A reference is potentially important source of information about a candidates ability and personality if he holds responsible position in the organization. The employer normally makes investigation on the reverences
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supplied by the applicant and undertake more or less through search into the candidates past employment, education etc.

Medical examination:
The organization may place the medical examination relatively earlier in the selection process so as to avoid disappointment at the end. The advantages of these tests are: It ascertains the physical capability to meet the job requirement. It serves to protect the organization against the unwanted claims under compensations laws.

Selection final :
After the candidates clear all the hurdles in the selection procedure he/she is finally appointed by issuing him an appointment letter. Generally candidates are not appointed on permanent basis because it is considered better to try them for few months job itself. if in probation period an employee is found unsuitable, the management may transfer him to some other job to he/she may be expected to do justice. At that point salary is also negotiated.

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 Induction:
The candidate selected is issued the appointment letter and is required to join the organization within specified time period. The induction process follows this step and is generally considered to be part of the hiring procedure. Induction is considered with introducing or orienting employees to the organization and its procedure, rules and regulation.

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RECRUITMENT PROCESS AT GLOBAL AUTOTECH LTD

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RECRUITMENT POLICY OF THE COMPANY

In todays rapidly changing business environment a well defined recruitment policy is necessarily for organization to respond to its human resource requirement in time. Therefore it is important to have clear and concise recruitment policy in place which can be executed effectively to recruit the best talent pool for the selection of the right candidate at the right place quickly. Creating a suitable requirement policy is the first step in the efficient hiring process. A clear and concise recruitment policy helps ensure a sound recruitment process. It specifies the objectives of recruitment and provides a framework for implementation of recruitment programme. it may involve organisational system to be developed for implementing recruitment programmes and procedure by filling up vacancies with best qualified people.

POLICY FOR RECRUITMENT AND SELECTION AT GAL

Defining the procedure and policy for recruiting, selecting and appointing staff for GAL Manpower plan decided as per the annual budget criteria for appointing new people in the company.

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 Promotion of the employees for a post has to be done from within or from outside if no suitable candidate is available inside the organisation. Employing close relatives will only be allowed with the prior permission and approval of the chairman /executive director. No discrimination can be done on the basis of race, colour, region, gender, religion while employing candidate. Candidates meeting qualitative requirement will be given chance to prove their capabilities for employment and promotion as well. An approved selection committee will make the selection of the candidate on the basis of objective assessment. No candidate can be considered as an employer till a formal appointment letter has been issued &acknowledged. Appointing authority would be the disciplinary authority as per law in vogue. Human resource development department will be responsible for implementation and interpretation of recruitment, selection and

appointment policy.

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RECRUITMENT PROCESS AT GAL HUMAN RESOURCE DEPARTMENT

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RECRUITMENT AND SELECTION AT VARIOUS LEVELS

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Top level Management Recruitment and Selection

Top level Management include directors /associate directors. The post of directors and associate director will filled up by recruitment and selection. The general manager and any one of the directors as chosen by the general manager would interview the prospective director /associate director at given time and place. Recommended candidate may be interviewed by the chairman at his convenience if required after chairman approval of the recommendation by the selection committee , HRD department would complete the formalities of recruitment and issue letter of intent under the signature of general manager /head of HRD.

Middle level Management Recruitment and Selection

Middle level management includes manager, assistant manager and officers Selection of middle level management is done by head of concerned department as well as by selection committee which constitute as under Chairman and members which include director of concerned department ,head of HRD department and one director as nominated by general manager.

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The candidates approved by selection committee finally selected for post .Letter of Intent will issued by head of HRD department and all other statutory formalities will be completed by HRD department.

Lower level Management Recruitment and Selection

Lower level management includes administrative supporting staff, regional sales manager, area sales manager, and sales officer at lower level management selection for various post can be done by different ways and by different selection committee . Administrative staff: The candidates will be interviewed by the selection committee. It can done through written test, practical test and interview. Selection committee constitute as under: Chairman Members : senior most members Head of concerned department Head of HRD Department

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Regional sales managers: As far as company s concern internal source of recruitment is preferred to fill the existing position but if no internal candidates are available within the company selection and recruitment done by external sources. Selection committee for regional sales manager constitute as follows: Chairman Members : Director (sales) Manager from marketing department Head of HRD Department

Area sales manager: Selection committee will consist of the following managers Chairman Members : Director (sales) Concerned regional sales manager Head of HRD Department Sales officers: Selection committee will consist of the following managers
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Chairman Members

Director (sales) One RSM/DSM Concerned area sales manager

When the selection result will compiled by selection committee and the results got approved by HRD department. The HRD department may negotiate with candidates. The letter of intent will be issued by the HRD Department. The HRD Department will get the other recruitment statutory formalities completed after the letter of intent has been issued to the individual.

JOB DESCRIPTION
Job description is one which is essential for selection and evaluation of employees job description is one which defines the job. job description include information about organisation .it systematically define the job (all facts about job) all the information related to salary ,condition, task ,responsibilities. Job description defines the duties, task, responsibilities, which is expected from job.

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Job description is a written statement showing job title, tasks, duties and responsibilities involved in a job. It also prescribes the working conditions, hazards, stress and relationship with other jobs. Job description is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. The preparation of job description is very important before a vacancy is advertised. It tells in brief the nature and type of job. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as:

Job description includes:

Job title Department/division Job responsibilities Task performed Qualification Working conditions Name of the company Location

Product /services
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Benefits from job description

It helps in assigning work to subordinates. It helps in recruitment and selection process. It helps in job evaluation It helps in manpower planning Job description describes the requirement of training and development programme. JOB SPECIFICATION JOB SPECIFICATION is a statement which tells us minimum acceptable human qualities which helps to perform a job. Job specification translates the job description into human qualifications so that a job can be performed in a better manner. Job specification helps in hiring an appropriate person for an appropriate position. Job specifications are things, such as the qualifications needed by the person in the job or salary range for the position; it is a statement of employee characteristics and qualifications required for satisfactory performance of defined duties and tasks comprising a specific job or function. Job Specification is an analysis of the kind of person it takes to do the job

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Job specification includes:

Education Years of experience Health consideration

Skills required Benefits of job specification:

It is helpful in preliminary screening in the selection procedure. It helps in giving due justification to each job. It also helps in designing training and development programmes. It helps in job evaluation. It helps the management to take decisions regarding promotion, transfers and giving extra benefits to the employees.

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REDESIGNED HR REQUISITION FORM

Appendix-A (Ref to Para 12 of policy 02) HR-1

GLOBAL AUTOTECH LIMITED

H R REQUISITION FORM FROM JOB TITLE DEPARTMENT DATE .. .. .

DESIGNATION LOCATION NO. OF REQUIREMENT AGE QUALIFICATION YEARS OF EXPERIENCE SKILL REQUIRED/TRAITS SALARY RANGE EXPECTED DATE OF JOINING INDUSTRY PREFERENCE BUDGET POSITION (Y/N)

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Roles and Responsibilities ................................................................................................................................ ................................................................................................................................ ........................................................................ DEPARTMENT HEAD SIGNATURE CHAIRMAN HR HEAD SIGNATURE

INTERVIEW SHEET
(Ref to Para 30a of policy)

PART I PERSONAL DETAILS Name of the candidate Date of Birth . Qualification . Position . Years of Experience ..

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GENERAL ASSESMENT
PANEL 1 TRAITS /CHARACTERSTICS PERSONALITY COMMUNICATION SKILLS FUNCTIONAL KNOWLEDGE INTIATIVE/LEADERSHIP SKILLS TEAM WORK GENERAL AWARENESS CREATIVITY/INNOVATION MOTIVATIONAL ABILITY ATTITUDE EXPERIENCE ACHIEVEMENTS ENTHUSIASM TOWARDS OPPORTUNITYNT COMPETENCIES/STRENGTHS WEAKNESS/IMPROVEMENT AREAS CLAIRTY OF CONCEPTS CONFIDENCE DECISION MAKING/PROBLEM SOLVING LISTENING SKILLS ADAPTABILITY ACADEMICS REMARKS OVERALL GRADE A-Excellent, B-Good, C-Satisfactory, D-Poor PANEL 2

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ACCEPTED REJECTED COMMENTS/SUGGESTIONS

Authorised signatory HR Department

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QUESTIONS USUALLY ASKED IN THE INTERVIEW 1. Tell me about yourself?

2. What experience do you have in this field?

3. Why should we hire you?

4. What is your greatest strength and weaknesses?

5. What motivates you to do your best on the job?

6. Why did you leave your last job?

7. What do you know about this organization?

8. Why did you leave your last job?

9. Are you applying for other job ?

10.What have you done to improve you knowledge in the last year?

11. What is you philosophy towards work?

12. Tell me about your dream job?

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13. What kind of salary do you need?

14. Explain how you would be an asset to this organization?

15.Why do you think you would do well at this job?

16. What has disappointed you about a job?

17.What you learned from mistakes on the job?

18. What motivates you to do your best on the job?

19.How long would you expect to work for us if hired?

20. Tell me about your ability to work under pressure?

21. If you wre hiring a person for this job, what would you look for?

22.Would you be willing to relocate if required?

23. What is more important to you money or work?

24. Are you willing to work overtime? Nights? weekends?

25. Do you have questions for me?

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FINDINGS

It is found that in the composition of manpower in the GAL comprises of 10% females and 90% of males. 1. The recruitment and selection procedure goes on all year round. 2. A formal recruitment policy is in place and is followed to a great extent. 3. Both internal and external sources of recruitment are used in the organization to get the right person for the right job. 4. Out of all the external sources, the most popular one is E-Recruitment using the organisations online Job Portal (naukri.com). 5. Proper reference checks are done by the recruiters so as to hire better people. 6. The effectiveness of the whole recruitment procedure is measured on a regular basis. 7. HRP is working efficiently and is carried out to forecast the new job vacancies and align them with the capacity of the recruiters. 8. All the recruitment and post recruitment processes are done by the corporate HR department which is located in the corporate office in NOIDA. 9. More or less, the recruiters are satisfied with the current recruitment policy.

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Methods of recruitment used by GAL

Press Ads 60%

Job Agency 20%

Internet ads 18%

Educational institutions 0%

Employee referrals %

In the course of the my project i go through recruitment and selection procedure of the company. In this i come to know about various types of forms which a candidate required to fill before his placement on the job. Here i also learned about to what various types of modes of the recruitment company go through to generate its manpower. Here i come to about how much weightage given to several recruitment methods.

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RECOMMANDATIONS AND SUGGESTIONS

Based on my observations and participation in the whole recruitment and selection procedure of the organization, I would like to make the following recommendations: More number of external sources should be tapped to get better candidates. Although most of the recruiters are ok with the current HRP, it can be re-structured in a better way so as to avoid the sudden vacancies that keep on emerging frequently. HRP needs to be done on a more frequent basis. Job description should be mentioned clearly along with the advertisements. The recruiters need to be very specific in writing the job profile. The interviewers should be more informal and friendly in approaching the candidates. The process of creating the required new positions in the organizations should be accelerated.

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Conclusion

After completion of this project and based on the responses of the respondents, we can conclude that the recruiters are more or less happy with the current recruitment policy. However, they would welcome a few innovations in the policy.

Moreover, there appears to be a scope for improvement in the way Human Resource Planning is done in the organization. Since the organization is growing at a very fast rate, there are some issues related to HRP which need to be addressed. For example, the HRP needs to be done monthly so as to predict the manpower requirements more effectively.

The company is maintaining a very good database of resumes and it serves as a very good external source of recruitment. Also, the company is exploiting the internal sources of recruitment (like Internal Job Positions) to a great extent. To sum up, the recruiters are happy with the whole process of recruitment and selection in the company, but they like a few minor changes (mentioned in the recommendations).

Nevertheless, the recruiters are effectively and efficiently hiring the right people for the right job.
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BIBLIOGRAPHY
BOOKS

K.Aswahthappa (2001),Human Resource and Personnel Management

Human Resource Management, (2005), Dr.P.C. Pardeshi Robbins,S.P Organizational Behavior,9th & Edition 11th (Printice Hall Publication)

WEBSITES www.google.com www.globalauto.co.in www.scribd.com

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