A PROJECT REPORT ONRECRUITMENT & SELECTION AT TECHNOVA IMAGING SYSTEMS PVT. LTD.

SUBMITTED BY:1. Ashwini Poojari 2. Ankita Singh 3. Annu Gupta 4. Nilesh Taware 5. Vijaybhai Gujrati

SUBMITTED TO:Prof. NIDHI

ACKNOWLEDGEMENT
We would like to express our deep sense of gratitude to our project guide Nidhi Madam, an Faculty of, times business school, for her valuable guidance as well as whole hearted cooperation and generous help in carrying out this work. Without her help this project would not be possible. Her encouragement at each step of work and pain taking efforts in valuable suggestions is greatly acknowledged. We would also like to thanks Technova Imaging Systems Pvt. Ltd, in providing us valuable information. Specially Mr. Vasant Taware, HR Manager. We would extend our gratitude to times business school for giving us such an opportunity for doing this project. Last but not the least we are grateful to our parents and all our friends for providing us moral support which helped us in completing our project successfully.

TABLE OF CONTENTS
SR.NO
1 2 3

DESCRIPTION
OBJECTIVES OF PROJECT SCOPE OF PROJECT INTRODUCTION TO RECRUITMENT WHAT IS RECRUITMENT? METHODS OF RECRUITMENT SOURCES OF RECRUITMENT PROCESS OF RECRUITMENT

PAGE.NO.

INTRODUCTION TO SELECTION WHAT IS SELECTION? PROCESS OF SELECTION SELECTION TESTS

5 6

PROFILE ON TECHNOVA SUMMARY OF PROJECT RESEARCH METHODOLOGY Primary Sources Secondary Sources

8 9

FINDINGS SUGESSTIONS & RECOMMENDATIONS

10 11

ANNEXURE BIBLIOGRAPHY

OBJECTIVES
The objectives of our study are to understand and critically analyse the recruitment and selection procedure at TECHNOVA Imaging System Pvt Ltd. 1. To know the prospect or recruitment & selection procedure. 2. To critically analyse the functioning of recruitment & selection process. 3. To study the various sources of recruitment followed in Technova. 4. To identify the probable area of improvement to make recruitment & selection procedure more effective.

5. To know the managerial satisfaction level about recruitment & selection procedure.

SCOPE OF STUDY
The benefit of the study for the researcher is that it helped to gain knowledge & experience and also provides the opportunity to study & understand the prevalent recruitment & selection procedure.

The key points of our research study are:

1. To study the fact about the Technova Imaging Pvt. Ltd. as a group. 2. To understand & analyse various H.R. factors including recruitment and selection procedure at Technova Imaging Pvt. Ltd.

3. To suggest any measures/ recommendations improvements of the recruitment procedures.

for

the

INTRODUCTION TO RECRUITMENT
What is recruitment?
Recruitment is organisational activity that provides a pool of applicants for the purpose of filling job openings. It is a process of searching for prospective employees, stimulating and encouraging them to apply for d jobs in the organisation. Recruitment means in simple words attracting applicants. Recruitment has been regarded as the most important function of the HR department because unless the right type of people is hired, even the best plans, organisation chat and control system would not do much good. Recruitment is the discovering of potential applicant for actual or anticipated organisational vacancies. Accordingly the purpose of recruitment is to locate sources of manpower to meet the job requirements and job specification. Edwin B Flippo defines recruitment as the process of searching for prospective employees and stimulating them to apply for the jobs in the organisations. The process begins when new recruits are sort and ends when their applications are submitted. The result is a pool of applicants from which new employees are selected.

METHODS OF RECRUITMENT
1. Direct method 2. Indirect method 3. Third party method

DIRECT METHOD
The direct method includes sending of recruiters to different educational and professional institutions, employees contacts with public, and mannered exhibits. One of the widely used methods is sending the recruiters to different colleges and technical schools. This is mainly done with the co-operation of the placement office of the college. Other direct methods include sending recruiters to conventions and seminars, setting up exhibits at fairs.

INDIRECT METHODS
Indirect method involves mainly advertising in newspapers, on radios, in trade and professional journals, technical magazines and brochures. Advertisements in newspapers and/or trade journals and magazines are the most frequently used methods. Senior post is largely filled with such methods. Advertising is very useful for recruiting scientific, professional, and technical employees. Local newspaper can be good source of blue collar workers, clerical employees and lower level administrative employees.

THIRD PARTY METHOD

This includes the use of commercial or private employment agencies, state agencies and placement offices of schools and colleges and professional associations recruiting firms, management consulting firms and friend and relative. Private employment agencies are the most widely used sources. They charge a small fee from the applicant.

SOURCES OF RECURITMENT 1. INTERNAL SOURCES

These refer to persons already employed in the organisations. Promoting persons from lower level may fill up vacancies at higher levels. Shortage of manpower in one branch\factory may be met by transferring surplus staff from another branch or factory. Promotions means shifting of an employee to higher post caring greater salary status and responsibility. On the other hand transfer refers to the shifting and employee with same salary, status and responsibility. Sometimes ex-employee of the organisation may be re-employee.

Following are the internal sources: Promotions. Notice boards. Circulars. Job portals.

Advantages of internal sources:

a. b. c. d. e. Existing employees are motivated. Least training is required. Less time and money is consumed. Low turnover. Job security.

Disadvantages of internal sources:

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a. No fresh ideas. b. Low pool of employees. c. Inaccurate selection.

2. EXTERNAL SOURCES
It refers to recruitment of employees from outside the organization. External sources provide wide choice of the required number of the employees having the desired qualification. It also provides the people with new ideas & specialized skills required to cope with new ensure growth of the organization. Internal competitors have to compete with the outsiders. Moreover it is time consuming & expensive to recruit peoples of outside.

Following are the external sources: Advertisements. Campus Interviews. Employment Exchange. Employee Referrals.

Advantages of External Sources:a. Fresh Blood come in. b. Selection based on current terms & conditions. c. Bigger pool of qualified & skilled people.

Disadvantages of External Sources:a. b. c. d. Morale of Existing employees reduces. Low career advancements. High training & development cost. Time Consuming.

PROCESS OF RECRUITMENT

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Decision is made as to whether recruitment is necessary Job description is prepared Specification is prepared Plans are made on how and when to advertise Applicants are short-listed References are requested Candidates are invited for interviews and selection tests The successful candidate is offered the job and signs the contract of employment

INTRODUCTION TO SELECTION
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What is Selection?
Selection starts when Recruitment ends. Selection procedure is concerned with securing relevant information about an applicant. This information is secured in a number of steps & stages. The objective of selection process is to determine whether an applicant needs the qualification for a specific job and to choose the applicant who is most likely to perform in that job. The complexity of process usually increases with the level and responsibility of the position to be fulfilled. Selecting the most suitable candidate is objective of selection.

PROCESS OF SELECTION

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TYPES OF TESTS

A. Physical Ability Test:Measures an individuals strength, endurance and muscular movement. B. Psycho Motor Test:Measures an individuals dexterity, hand-eye coordination, arm-hand steadiness & other factors. C. Work Sample Test:Require an applicant to perform a stimulated task. D. Personality Test:Minnesoto Multiphasic Personality Inventory (MMPI). Mayers Briggs.

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Established 1971. CEO Mr. Jivan Bhat. Recognized as one of the worlds leading manufacturers of Imaging Products. Markets products to over 51 countries through its overseas offices & distribution networks. Industries served Print & Publishing Packaging Textiles Advertising Photography, etc.

Indias only & worlds 4th largest manufacturer of Digital Printing Plates. Long term technical collaboration with Agfa Graphics(US based) Branches: Taloja M.I.D.C 4 Nasik 1 Ahmadabad 1

Branch Offices: - Pune, Mumbai, Madras, Kolkata, UK, USA, SriLanka, Australia. Corporate Office:- Mumbai Products: Pre sensitized offset plates. Graphic Arts Chemical Plates. Repro Graphics Films.

Website:- www.technovaworld.com

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MISSION:Our mission is to continuously improve all our business processes & productivity to achieve a level of excellence that is vastly superiors to all others in the society. Our business is to deliver high satisfaction to customers & stake holders. VISION:We envision Technova as an excellent, ethical & innovative company that employees, customers, vendors & stakeholders delight to be associated.

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RECRUITMENT POLICY OF TECHNOVA

External Recruitment

I. Recruitment of New Full Time Employees: 1. Manpower Requisition Form: Filling up of a Manpower Requisition Form is a prerequisite to begin the recruitment process. (Manpower Requisition Form Enclosed) (F/HRD/013/R00) 2. Position Description: The Position Description should be attached with the form clearly specifying the Job Description of the Person. (Role & Responsibility) (F/HRD/018/R00) 3. Approval of Manpower Requisition : The following in this order should approve the Requisition form : Divisional Head / BUL C.G. Ramakrishnan & Mangesh Kulkarni Sheena Parikh & Jivan Bhatt 4. Processing of the Form : Approved form should be forwarded to HR. A minimum of 7 working days should be given to HR to process the requisition and carry out the recruitment procedure. Pre Interview 5. Sourcing of Candidates : Coordination for sourcing of candidates based on the details given in the requisition. This activity is to be carried out by the HR Department.

6. Short-listing of Candidates : Short- listing of candidates based on the CVs received. The CVs should be short listed by the following HR Department The person who raised the requisition

7. Candidate Profile : Preparing the profile of the candidates by the HR department.

8. Coordination & Communication for Interview : Coordination with the candidate - The candidate will be informed at least 3 days in advance either by the HR person or the consultant through whom the candidate has sent in his / her papers.

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Coordination with the panel - Time slots are to be taken from the panel in advance (either through E-mail or telephone). Efforts will be made to make sure that all rounds of interviews are kept on the same day keeping in mind the distance a candidate has to travel.

During Interview

9. Impression of TN to external Candidates : It is imperative that every Interviewer on the panel exhibits the values of professionalism , caring behavior, fairness and ethical conduct to the candidates. We should ensure that every candidate regardless of selection carries back the most favorable impression of the company.

10. Welcoming the Candidates : The candidates should be greeted with utmost warmth. Tea / Coffee and refreshments should be given. As they may have traveled a long distance

efforts should be taken to ensure their comfort.

11. Employee Application Form : Every candidate invited for the interview should fill up the Employee Application Form, before sitting for the interview. Along with the form he should be given a Welcome Note and a copy of the Corporate Profile. (Employee Application Form, Welcome Note & Corporate Profile Enclosed) (F/HRD/015/R00).

12. Punctuality : The Panel should reach the Interviewing Venue at least 30 minutes before the scheduled time. Late coming shall not be allowed.

13. Mobile Phones : Mobile phones should be switched off during the interview. No disturbances allowed.

14. Interviewing Process : The interviewing process should be absolutely fair and just. Every candidate should be given a feedback on his assessment by the interviewing panel. The objective of this is to help the individual understand where he stands and where he needs to improve and has a take home value.

15. End of the Interview : The interview panel again must take utmost care to exude the values of professionalism and caring behavior of TechNova. When the interview ends thank each candidate and see him/her off .

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16. Interview Assessment Form : At the end of every interview the panel is requested to fill up an Interview Assessment Form. The objective is to assess the competency level of the candidates. (Interview Assessment Form Enclosed) (F/HRD/016/R00).

Post Interview

17. Regret or Response Letter : Regret letters to be sent to candidates who are not short-listed within maximum of 3 working days. (Regret Letter enclosed) (F/HRD/020/R00) If a candidate is on hold , an On Hold letter should be delivered within maximum of 3 working days. (On Hold letter enclosed) (F/HRD/020/R00) 18. Interview Status Report : Interview status report to be prepared by HR department. This would help maintain a database for future reference.

19. Reference Checks : Conducting Reference checks is mandatory but left to the ultimate decision of RK, JB and SPP. The decision to conduct reference checks lies with the Interview Panel.HR department to conduct reference checks under the following guidelines A minimum of 2 reference checks will be conducted and data captured in the laid down format. The offer of employment is subject to satisfactory references. In case of employees joining from any Management Institute or Graduate College a reference will be sought from the Principal / Director of that Institute. If an unsatisfactory reference is received, the offer of employment may be withdrawn, and / or employment terminated. Reference Check Form Enclosed). (F/HRD/017/R00)

20. Second Round of interview : There will also be a second round of interview. The following are the steps to be taken for the interview Coordination with the candidate - The candidate will be informed at least 3 days in advance either by the HR person or the consultant through whom the candidate has sent in his / her papers. Coordination with the panel - Time slots are to be taken from the panel in advance (either through E-mail or telephone). Efforts will be made to make sure that all rounds of interviews are kept on the same day keeping in mind the distance a candidate has to travel.

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21. Final Selection : The Final screening of the candidate shall be done by JB, RK and SPP. Their decision shall be taken as final. Depending on the level of position being filled , a meeting with PVS is mandatory to decide CTC. All the CTC commitments must be approved by RK, JB and SPP .

22. Offer :

Based on the decision of the final Selection panel and once all negotiations are completed an offer of appointment to be made. Offer letter to be prepared by the Personnel Department / HR department . All offer letters should be screened by PVS before sending out and signed by either RK,JB or SPP. The Offer letter should be accompanied by the Note The Ultimate Expectation. 23. Joining Date : The joining date should be either 1st or 15th of the month. If that day is a holiday it should be the proceeding day. This would help the HR Department plan his induction well in advance.

Post Acceptance 24. Medical Check up : On acceptance of the offer the candidate is required to undergo a Medical Check up. Personnel Department to issue a letter for medical check-up. The appointment of the candidate is subject to him being medically fit and this should be clarified during the interview.

Post Appointment 25. Individual Dossier : An Individual Dossier to be opened in the candidates name by the Personnel Department. It should contain the following : Approved Requisition Form CV & Employee Application Form of the candidate Reference Check form (if filled) Salary Details

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Photocopies of the Offer Letter & Medical letter duly signed by the candidate Photocopies of his Mark sheets & Certificates after being verified with the original Relieving letter from previous employer.

26. Checklist : A checklist shall be referred by the HR Department to make recruitment process effective and complete. (Copy of Checklist Enclosed ) ( F/HRD/021/R00)

II. Recruitment of Management Trainees :

When there is a recruitment of Management Trainees the same steps are to be followed as mentioned while recruiting Full Time Employees . 27. Training Period for Management Trainees : The training period for Management Trainees should be 6 months. III. Recruitment of Project/Part Time/Summer Trainees : 28. Trainee Requisition Form : Filling up of a Trainee Requisition Form is a prerequisite to begin the recruitment process. (Trainee Requisition Form Enclosed) (F/HRD/014/R00)

29. Project or Nature of work : The Project Guidelines and/or nature of work should be attached with the form clearly specifying the Job Description of the Person.

30. Approval of Trainee Requisition : The following in this order should approve the Requisition form Divisional Head / BUL C.G. Ramakrishnan & Mangesh Kulkarni Sheena Parikh & Jivan Bhatt 31. Processing of the Form : Approved form should be forwarded to HR. A minimum of 7 working days should be given to HR to process the requisition and carry out the recruitment procedure. Pre Interview

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32. Sourcing of candidates : Coordination for sourcing of candidates is based on the details given in the Requisition. This activity to be carried out by the HR Department. 33. Short- listing of candidates : Short-listing of candidates based on the CVs received. The CVs should be short listed by the following : HR Department The person who raised the requisition 34. Coordination & Communication of Interview : Coordination with the candidate - The candidate will be informed at least 3 days in advance either by the HR person or the placement coordinator of the institute. Coordination with the panel - Time slots are to be taken from the panel in advance (either through E-mail or telephone). Efforts will be made to make sure that all rounds of interviews are kept on the same day keeping in mind the distance a candidate has to travel. During Interview 35. Impression of TN to external Candidates : It is imperative that every Interviewer on the panel exhibits the values of professionalism, caring behavior, fairness and ethical conduct to the candidates. We should ensure that every candidate regardless of selection carries back the most favorable impression of the company. 36. Welcoming the Candidates : The candidates should be greeted with utmost warmth. Tea / Coffee and refreshments should be given. As they may have traveled a long distance, efforts should be taken to ensure their comfort. 37. Employee Application Form : Every candidate invited for the interview should fill up the Employee Application Form, before sitting for the interview. Along with the form he should be given a Welcome Note as well as a copy of the Corporate Profile. (Employee Application Form, Welcome Note & Corporate Profile Enclosed). (F/HRD/015/R00) 38. Punctuality : The Panel should reach the Interviewing Venue at least 30 minutes before the scheduled time. Late coming shall not be allowed. 39. Mobile Phones : Mobile phones should be switched off during the interview. 40. Interviewing Process : The interviewing process should be absolutely fair and just. Every candidate should be given a feedback on his assessment by the interviewing panel. The objective of this is to help the individual understand where he stands and where he needs to improve and has a take home value. 41. End of the Interview : The interview panel again must take utmost care to exude the values of professionalism and caring behavior of TechNova. When the interview ends thank

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each candidate and see him/her off. 42. Interview Assessment Form : At the end of every interview the panel is requested to fill up an Interview Assessment Form. The objective is to assess the competency level of the candidates. (Interview Assessment Form Enclosed) (F/HRD/016/R00) Post Interview 43. Regret or Response Letter : Regret letters to be sent to candidates who are not short-listed within maximum of 3 working days. (Regret Letter enclosed) If a candidate is on hold, an On Hold letter should be delivered within maximum of 3 working days. (On Hold Letter enclosed) 44. Joining Letter : On selection of the Trainee, Personnel Department should issue a Joining Letter to the Trainee. The letter should clearly specify the period of Training and the amount of stipend. 45. Joining Date : The joining date should be either 1st or 15th of the month. If that day is a holiday it should be the proceeding day. This would help the HR Department plan his orientation well in advance. 46. Letter of No Objection : The Trainee should submit a letter of No Objection from his or her Educational Institute before joining. (Incase of students) Post Joining 47. Personnel Department : The Personnel Department should hand over Temporary ID Card, Canteen Coupons & ensure Transport Facility. (Whatever is applicable in that location) 48. HR Department : HR Department to give a basic Orientation to the Trainee so that he is aware of the basic norms of the organization and gets an over view. 49. Customer Department : The customer department to ensure learning and value addition of the Trainee during his or her tenure. Internal Recruitment IV. Internal Transfers 50. Types of Internal Transfers : The internal transfers that can take place, are as follows Inter Location transfer This transfer takes place when an employee is transferred from one location/region to another without any change in the job profile. Redeployment This transfer takes place when an employee is transferred from one department to another with a change in the role that matches his/her competency profile.

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Role Change - A role change takes place when there is a shift in the job profile of the employee within the same Division/Department. (Eg; a change of role from Training to HR). 51. Approval of Internal Transfers : All types of Internal Transfers should be approved by JB, RK and SPP. 52. Transfer Letter : Necessary formalities to be carried out by the Personnel Department for the transfer. The Transfer letter to mention the details of his Designation, Reporting Authority and Compensation and any other change of terms & conditions if applicable. Post Appointment 53. Induction : HR Department to coordinate with the Customer Department and plan an induction to induct him in his New Role. 54. Role Clarification Form : Customer Department to fill in the Role Clarification form along with the Transferred Employee clearly describing his Role & Responsibility and chalking out his KRAs. (Role Clarification Form Enclosed) (F/HRD/018/R00) V. Communication 55. Every new recruitment information should be forwarded to Pragati to keep all employees informed Full Time Employees Management Trainees Internal Transfers VI. Submission & Sourcing of Forms 56. All the Forms to be sourced and submitted to the following The HR Department The Personnel Department

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EXECUTIVE SUMMARY
We had been assigned a project VISIT A COMPANY AND STUDY THEIR RECRUITMENT & SELECTION POLICY as a part of Human Resource Management subject. Here is a brief snapshot of the same.

To start with, firstly we studied and understood what recruitment & selection is. For this, we referred reference books, articles on the same and websites of the same. After being thorough with recruitment & selection, we defined and made clear what exactly the objective of our project was. As per it, we visited Technova Printing Systems Pvt. Ltd., and had talk with the HR department manager Mr. Vasant Taware.

He was very cooperative and gave us all the necessary information related to our topic. He also filled the questionnaire which we had framed. He also gave lots of other information related to the recruitment & selection. He was friendly in nature.

He gave us a complete idea about various processes that take place in his company. He also gave us information from his personal account that he had at TECHNOVA because the company do not share most there information on the public website i.e. www.technovaworld.com. We clicked snaps with him. Overall it was a very good experience, as we practically got to know how recruitment & selection exists and works in Technova by interacting with HR Manager.

We got a good knowledge of recruitment & selection practically as compared to the bookish knowledge which we had. We then went through the profile of Technova. We made a detailed study on recruitment & selection, through studying of questionnaire which were answered by the HR Manager, reference books and the website of the same. After this step,

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we made an analysis of our study and stated out findings, suggestions, recommendations and conclusions.

All this was followed by making of a PowerPoint presentation. We, the group members would like to thank Prof. Nidhi for assigning us this project. It gave us a good exposure to the real world recruitment & selection and also added a lot to our existing knowledge with respect to the same.

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RESEARCH METHODOLOGY

The research methodology used by us consisted of Primary as well as Secondary data.

PRIMARY SOURCES:Primary data consisted of the survey and the interaction which we made with HR Manager of Technova Imaging Systems Pvt. Ltd., Taloja through questionnaire method.

SECONDARY SOURCES:Secondary data consisted of the reference books and websites.

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FINDINGS
We found that the recruitment & selection policy at Technova was good.

We also found that the company mostly opted for internal recruitment.

They never preferred to go for recruitment through the latest method i.e. through Internet.

We found that they strictly follow the policy made by the company.

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SUGGESTIONS
Manpower requirement for each department in the company is identified well in advance.

If manpower requirement is high & the recruitment team of HR department cannot satisfy it than help from placement agencies should be taken.

The company should go for recruitment through Internet.

Time management is very important & it should not be ignored at any level of process.

The recruitment & selection process should not be lengthy & time consuming.

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ANEXURE
1. When do you prefer to go for manpower planning? a. Quarterly b. Yearly c. No fixed Time 2. Does your organization plan the Recruitment Policy? a. Yes b. No 3. Through which source your organization recruit the employees? a. Internal b. External c. Both 4. Which method do you mostly prefer for recruitment? a. Direct b. Indirect c. Third Party 5. Which of the External Sources you choose for the recruitment of the employees? a. Campus Interviews b. Placement Agencies c. Advertisement d. Employee exchange Consultant e. Other 6. Does your organization recruit employees through the latest method of recruitment through Internet? a. Yes b. No 7. Do the company use own website for recruitment? a. Yes b. No 8. Is internet recruitment effective in your opinion? a. Yes b. No 9. Is there is any provision for recruitment of summer trainees? a. Yes b. No

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10. Does the procedure adopted for recruitment & selection of employees enables to give Right Person at Right Job? a. Yes b. No c. To some extent 11. How do you rate the HR practices of your company? a. Very Good b. Good c. Average d. Bad

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BIBLIOGRAPHY
K.Aswahthappa - Human Resource and Personnel Management Human Resource Management by Dr.P.C. Pardeshi HRM by Subha Rao www.technovaworld.com www.wikipedia.org www.monster.com

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