CHAPTER ONE

INTRODUCTION TO THE STUDY

1.1 Project Title:

“To Study the Recruitment and Selection Process of the Organization”

1.2 Introduction:

Recruitment and Selection are two of the most important functions of Human Resource

management. Recruitment precedes selection and helps in selecting a right candidate. In

order to realize company objectives, it is essential to recruit people with requisite skills,

qualification and experience. While doing so we need to keep present and future

requirements of company in mind. ( www.wikipedia.com)

Recruitment is not just a simple selection process but also requires management decision

making and extensive planning to employ the most suitable manpower. Competition

among business organizations for recruiting the best potential has increased focus on

innovation, and management decision making and the selectors aim to recruit only the best

candidate who would suit the corporate culture, ethics and climate specific to the

organization.

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“Right person for the right job” is the basic principle in recruitment and selection. The

process of Recruitment does not however end with application and selection of the right

people but involves maintaining and retaining the employees chosen. Despite a well drawn

plan on Recruitment and Selection and involvement of qualified management team,

recruitment processes followed by companies can face significant obstacles in

implementation. Theories of HRM may provide insights on best approaches to

Recruitment although companies will have to use their in house management skills to

apply generic theories within specific organizational contexts.

1.3 Objective of The Study

Write ua objective

1.3.1 To analyze the present recruitment methodology of (companys name) and

propose modifications and improvements with following objectives:-

(a) To review the existing process of recruiting candidates at ( company name)

(b)

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1.4 Scope of the Study

The study was conducted in (company name), the project is confined and restricted only to

this branch of the organization.

1.5 Importance of the Study

Recruitment and selection process is an important function that is it provides a pool of

potentially qualified candidates, specifically the importance are:

Determine the present and future requirements of the organization in conjunction

with its personnel- planning and job-analysis activities.

Attract and encourage more and more candidates to apply in the organization.

Increase the pool of job candidates at minimum cost.

Help increase the success rate of the selection process by reducing the number of

visibly, under-qualified or overqualified job applicants.

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1.6 Data Analysis and Interpretation:

The data, which is collected, is analyzed and is represented through Pie Charts and using

Percentages for analyzing and interpreting.

1.7 Limitations to the Study

Write your limitations

CHAPTER TWO

THEORITICAL BACKGROUND

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CONTENTS:

Recruitment Selection Process of Selection

Theoretical Background

2.1 Recruitment :

2.1.1 Meaning -

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Recruitment is the development and maintenance of adequate manpower resources. It involves the creation of a pool of available labor upon whom the organization can draw when it needs additional employees. Every organization needs to recruit people to carry out the organization goals or activities. Recruitment means generating applicants for specific positions. Once a determination of Human Resource requirement has been made, the recruitment and hiring process begins.

A formal definition states, “ It is the process of finding and attracting capable applicants for the employment. The process begins when new recruits are sought and ends when their applicants are submitted. The result is a pool of applicants from which new employees are selected.”

The process of finding and hiring the best-qualified candidate (from within or outside of an organization) for a job opening, in a timely and cost-effective manner. The recruitment process includes analyzing the requirements of a job, attracting employees to that job, screening and selecting applicants, hiring, and integrating the new employee to the organization.

2.1.2 Definition -

Recruitment is defined as –

“A process to discover the sources of manpower to meet the requirements of the staffing schedule and to employ effective measures for attracting that manpower in adequate numbers to facilitate effective selection of an efficient workforce”

- (Edwin B)

“Recruitment is the process of generating a pool of qualified applicants for organization jobs.”

- (Mathis And Jackson)

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2.1.3 Effective Recruitment and Selection:

As organization plan for growth they seek to change and develop. This can lead to the need

for recruitment or selection for job change. The key to a successful future is having the

right people in the right jobs, whether the person is a new recruit or a potential transfer

from another area. Defining appropriate criteria for your organisation’s recruitment and

selection processes supports its employee selection staffing models and employee

development goals.

2.1.4 Criteria for effective recruitment include:

Adequate and qualified staff

Commitment to fair employee practices

Workplace guidelines and pre-employment standards, such as background

investigations and reference checks

2.1.5 Recruitment Theory and Concept:

The process of identifying and hiring the best-quality candidate for a job vacancy in a most

timely and cost effective manner.

Recruitment is the activity of employing workers to fill vacancies or enrolling new

members. Employment recruitment is composed of several stages: verifying that a vacancy

exists; drawing up a job specification; finding candidates; selecting them by interviewing

and other means such as conducting a psychometric test; and making a job offer. Effective

recruitment is important in achieving high organizational performance and minimizing

labor turnover. Employees may be recruited either externally or internally.

2.1.6 Purpose and Importance of Recruitment

Attract and encourage more and more candidates to apply in the organization.

Create a talent pool of candidates to enable the selection of best candidates for the

organization.

Determine present and future requirements of the organization in conjunction with

its personnel planning and job analyses activities.

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Recruitment is the process which links the employers with the employees.

Increase the pool of job candidates with minimum cost.

Help increase the success rate of selection process by decreasing number of visibly

under qualified or over-qualified job applicants.

Help reduce the probability that job applicants once recruited and selected will

leave the organization only after a short period of time.

Meet the organizations legal and social obligations regarding the composition of its

workforce.

Begin identifying and preparing potential job applicants who will be appropriate

candidates.

Increase organizational and individual effectiveness of various recruiting

techniques and sources for all types of job applicants.

2.1.7 Internal Sources of Recruitment

Transfer

The employees are transferred from one department to another according to their

efficiency and experience.

Promotions

Employees are promoted from one department to another with more benefits and

greater responsibility based on efficiency and experience.

Upgrading of present employees according to their performance.

Retired And Retrenched Employees

These employees may also be recruited once again in case of shortage of qualified personnel or increase in load of work. Recruitment of such people save time and costs of the organizations as the people are already aware of the organizational culture and the policies and procedures.

2.1.8 External Sources Of Recruitment

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Press Advertisements

Advertisements of the vacancy in newspapers and journals are a widely used source of recruitment. The main advantage of this method is that it has a wide reach.

Educational Institutes

Various management institutes, engineering colleges,medical colleges, etc. are a good source of recruiting well qualified executives, engineers, medical staff, etc. They provide facilities for campus interviews and placements. This source is known as Campus Recruitment.

.

2.2 Recruitment Cycle:

2.2.1 Defining Job Openings And Available Positions

The first process of any recruitment and selection program is defining the needs and requirements for new workers and professionals for outline job positions and openings. Carefully devised and developed roles, responsibilities, skill sets and qualifications are defined and the job postings placed in recruitment ads in various media. Large workforce organizations also work with staffing agencies, HR contractors and online job portals to outsource certain employee requirements.

2.2.2 Evaluation Period

A rigorous process of evaluation follows the recruitment ads placement phase. Curriculum vitae (CVs) and resumes of various candidates applying for the jobs are screened, classified and filtered. Interviews are scheduled with the earmarked candidates. As per specific organizational policies, written tests may be conducted. Face-to-face interviews are conducted and job seekers and candidates evaluated on various parameters and organizational metrics.

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2.3 Selection Process

Reference checks and detailed background checks are carried out to verify facts and

matters presented in resumes and CVs. Follow-ups are done with certain selected

candidates to firm up the hiring process. A thorough evaluation of the defined skill

sets and qualifications of shortlisted candidates, their written materials and work

samples is done again in a transparent and objective manner. Additional interviews

or final interviews are conducted during this last stage of recruitment and the hiring

decision is finalized.

2.3.1 Induction Process

Once the chosen candidates have been informed of their selection for the job

postings, they are granted offer letters and approsed briefly about their roles and

responsibilities. During this process, the chosen candidates are encouraged to ask

questions about organizational philosophies, work culture and employee practices.

They are informed about start dates, induction programs, compensation packages

and other details about their jobs.

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Phase-I: Pre-Selection (fig. 2.1)

Functional

‘OR’

Regional Head

Job Description

& Candidate ProfileHR

CV Bank

Approving Authority

CV Sources

1) Internal CV database2) Hiring consultants3) e-Recruitment portals4) News paper advertisement5) Internal Reference

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Phase-II: Selection (fig. 2.2)

Short-listed CV’s

Called for Personal Interviews

Initial HR Screening

CV’s not short-listed go to CV Database

Short-listed CV’s

Telephonic Interviews

Preliminary Interviews

(As per the selection approving Matrix)

Final Interview

(As per the Selection approving Matrix)

De-briefing & Final Decision

(Interviewers discuss amongst themselves & with HR to take a final selection decision)

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Phase-III: Selection (fig. 2.3)

Offer not accepted

Offer Accepted

HR does the necessary Reference checks & gets the details documented in specific format.

Salary Proposal

(HR to prepare it keeping in mind the internal equity)

HR does Salary negotiations & extends the offer

HR closes it & sends out the offer letter

HR works out the modified offer, if possible within the band, and tries to pursue & seals the offer.

HR informs the concerned functional heads & the Regional Heads about the probable Date of Joining.

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2.8 SELECTION:

2.8.1 Definition: “Selection is the process in which candidates for employment are divided

into two classes-- those who are to be offered employment and those who are no”.

By Dale Yoder

“Selection is the process of differentiating between applicants in order to identify those

with greater likelihood of success in the job”.

By Thomas

2.8.2 Meaning:

Selection means a process by which the qualified personnel can be chosen from the

applicants who have offered their services to the organization for employment.

Selection is the process of choosing the most suitable person out of all applicants. The

selection process divides the candidates for employment into two classes – those who will

be offered employment and those who will be rejected. Thus the selection process is a

negative function because it attempts to eliminate applicants, leaving only the best to be

placed in organization.

Selection is the process of picking up individuals (out of the pool of job applicants) with

requisite qualification and competence to fill jobs in organization.

Selection is a bit of negative in its application as it seeks to eliminate as many unqualified

applicants as possible in order to identify the right candidates.

New Hire joins

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2.9 Process of Selection:

Preliminary Interview- The purpose of preliminary interviews is basically to

eliminate unqualified applications based on information supplied in application

forms. The basic objective is to reject misfits. On the other hands preliminary

interview is often called a courtesy interview and is a good public relations

exercise.

Selection Tests- Jobseekers who past the preliminary interviews are called for

tests. There are various types of tests conducted depending upon the jobs and the

company. These tests can be Aptitude tests, Personality Tests, and Ability Tests are

conducted to judge how well an individual can perform tasks related to the job.

Besides this, there are some other tests also like Interest Tests, Graphology Test

(Handwriting), Medical Tests, Psychometric Tests, etc.

Employment Interview- The next step in selection is employment interview.

Here interview is a formal and in-depth conversat ion between applicant’s

acceptability. It is considered to be an excellent selection device.

Interviews can be One-to-One, Panel Interview, or Sequential Interviews.

Besides there can be Structured and Unstructured interviews, Behavioral

Interviews, Stress Interviews.

Reference and Background Checks- Reference checks and

background checks are conducted to verify the information provided by

the candidates. Reference checks can be through formal letters, telephone

conversations. However it is merely a formality and selections decisions are seldom

affected by it

Selection Decision- After obtaining all the information, the most critical step is

the selection decision is to be made. The final decision has to be made

out of applicants who have passed preliminary interviews, tests, final

interviews and reference checks. The views of line managers are considered

generally because it is the line manager who is responsible for the performance of

the new employee.

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Physical Examination- Afte r the se lec t ion dec i s ion i s mad e , the

cand ida te i s required to undergo a physical fitness test. A job offer is

often contingent upon the candidate passing the physical examination

Job Offer- The next step in selection process is job offer to those

applicants who have crossed all the previous hurdles. It is made by way of letter

of appointment

Contract of Employment- After the job offer is made and candidates

accept the offer, certain documents need to be executed by the employer and the

candidate. Here is a need to prepare a formal contract of employment,

containing written contractual terms of employment etc.

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RECRUITMENT AT (company name):

Recruitment of candidates :

1. Analyze a requirement :

(company name) has various clients which provides different projects to the

company. The HR Department receives the requirements from the project manager.

This constitutes the requirement of new candidates.

2. Sourcing :

(company name) has various Vendors which provides database of candidates.

Information is also sought from the print media. Candidates can post their resume

on our website (website name). The data base includes academic and their contact

details.

3. Screening :

The candidates are screened based on their communication skills and academic

qualifications through the telephonic round. The candidates need to have excellent

communication skills

4. Scheduling :

Once the screening is done, the next step is scheduling the interview. The initial

interview can be a telephonic one. The technical and the HR rounds have to be

carried out in person only.

5. Background verification check :

Once the candidate has been selected after clearing all the rounds he is subject to a

background verification check. All the documents are checked for validity.

Reference check is also done at this point of time.

Reference checks:

Normal, reference checks should be undertaken with at least one reference. A

second reference check will be done if considered necessary. Responsible officials

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from the former employers, academic institutes and/or any other eminent

personalities can be considered as appropriate references. Close relatives and

friends cannot be considered as references. Wherever feasible and considered

appropriate, a reference should be made with a senior official of the candidate’s

current employer. In case the candidate is currently un-employed, reference should

be made with the latest employer. The format of reference check is to be used as a

framework for conducting the process.

6. Offer follow up:

The candidate is intimated that he has been selected. Offer letter is mailed to the

concerned candidate. He’s also asked to join the organization as soon as possible.

Follow up is required till the candidate joins the organization.

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CHAPTER THREE

COMPANY PROFILE

CONTENTS:

Introduction

Organization’s Motto

Vision Statement

Mission Statement

Organizational Chart

Partners of (company name)

Software Development Program at (company name)

Software Vendor Forums

Database Provider

Clientele List

Social Responsibility

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3.1 Introduction (company name)

3.2 Organizations Motto

3.3 Vision Statement

.

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3.4 Mission Statement

Location:

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3.5 Organizational Chart

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3.6 PARTNERS OF EXTENTIA

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CHAPTER FOUR

RESEARCH METHODOLOGY

CONTENTS:

Research Methodology

Definition

Meaning

Types of Research

Method Of Data Collection

Data Collection Techniques

Primary Data

Secondary Data

Statistical tools used

Sample Size

Sampling Techniques

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Research done by Researcher:-

4.1 Research Methodology

4.1.1 Definition:

“Research methodology comprises of defining and redefining problems, collecting

organizing & evaluating data, making deductions and researching and conclusion.”

(Clifford Woody)

4.1.2 Meaning:

Research in common parlance refers to a search for knowledge. One can also define

research as scientific and systematic search for pertinent information on a specific topic. In

fact, research is an art of scientific investigation. The Advanced Learner’s Dictionary of

Current English lays down the meaning of research as “a careful investigation or inquiry

especially through search for new facts in any branch of knowledge.”

Research is the process, which includes, defining and refining problem, formulating

hypothesis or suggested solutions, collecting, organizing and evaluating data, making

deduction and reaching conclusions and at last carefully testing the conclusion to

determine whether they fit in formulating the hypothesis.

4.1.3 Types of Research:-

This research is based on Descriptive Research which includes surveys and fact finding

inquiries of different kinds. The descriptive research enables the researcher to describe a

present picture of a phenomenon under investigation. The methodology involved in such

research is mostly quantitative in nature producing descriptive data. In this research there is

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no control on variables, so researcher only reports what has happened or what is

happening.

4.2 Method of Data Collection:

The data was collected by distributing questionnaires to the employees which is considered

of closed ended questions.

Closed ended questions include all possible answers/prewritten response categories, and

respondents are asked to choose among them.

E.g- Multi choice questions, scale questions.

4.3 Data Collection Technique:

This Study is conducted by collecting and analyzing the data from both, primary and

secondary sources:

4.3.1 Primary Data:

Primary data are those data which are collected afresh and for the first time, and thus

happen to be original in character. Primary data are collected through-

Questionnaire Method: The respondents were given closed ended

questionnaires. Thirty five employees were asked to fill the questionnaire.

4.3.2 Secondary Data:

From the company’s website

From various books and magazines

Websites related to recruitment

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4.4 Statistical Tools Used-

The main statistical tools used for the collection and analyses of data in this project are:

Questionnaire

Pie Charts

4.5 Sample Size:

60 employees were asked to fill the questionnaire but only 50 employees responded the

questionnaire.

4.6 Sampling Technique:

Stratified random sampling technique gives the information of strata in any organization in

which the research is been performed, and among that strata if the sample size is been

chosen randomly that becomes stratified random sampling technique, it therefore gives the

idea of which community of employees in organization are surveyed. So Stratified

Random Sampling has been used for this project.

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CHAPTER FIVE

DATA INTERPRETATION & ANALYSIS

______________________________________________________________

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Data Interpretation and Analysis

Interpretation of Employee’s Feedback

Q1) Why do vacancies normally exists in (company name)?

New Positions89%

Replacements11%

VACANCIES

Criteria No. of responses Percentage (%)

New Positions 31 89%

Replacements 4 11%

Total 35 100%

Interpretation:

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It can be seen that 31% of the respondents are of opinion that vacancies normally exists at

(company name) because of new positions to be offered.

CHAPTER SIX

FINDINGS & SUGGESTIONS

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ANNEXURE

QUESTIONARIE’S ASKED TO THE HR DEPARTMENT

Q.1) HOW MANY EMPLOYEES ARE THERE IN THE ORGAANISATION?

Q.2)WHAT IS THE RECRUITMENT POLICY OF THE COMPANY?

Q.3)DOES THE HR DEPARTMENT FACE ANY KIND OF CHALLENGES DURING THE RECRUITMENT PROCESS? IF YES ,WHAT ARE THOSE CHALLENGES?

Q.4)WHICH ALL SOCIAL MEDIA DOES THE HR DEPARTMENT USE FOR SOURCING NEW TALENTS?

Q.5)DOES THE COMPANY CONDUCT CAMPUS DRIVES?IF YES,WHERE DID THE COMPANY CONDUCT CAMPUS DRIVE AND HOW MANY STUDENTS DID IT RECRUIT THROUGH THE CAMPUS DRIVE?

Q.6)DOES VIENTRO BUSINESS CONSULTING OUTLINE ANY KIND OF VALUES FOR THE PROGRESS OF THE COMPANY?IF YES WHAT ARE THE VALUES OBSERVED AT VIENTRO BUSINESS CONSULTING?

Q.7)APPROXIMATELY WHAT IS THE DURATION TAKEN TO FILL A VACANT POSITION AT VIENTRO BUSINESS CONSULTING BY THE HR DEPARTMENT?

Q.8)HOW MANY CANDIDATES ARE HIRED EVERY MONTH ON AN AVERAGE?

Q.9)HOW MANY CANDIDATES HAVE ACCEPETED OFFER BUT DID NOT JOIN?

Q.10)HOW MANY CANDIDATES WERE REJECTED IN THE HR INTERVIEW? WHAT WAS THE REASON FOR REJECTION?

Q.11)HOW MANY CANDIDATES REJECTED THE OFFER? WHAT COULD BE THE REASON?

Q.12)WHAT ARE THE FUTURE PLANS OF VIENTRO BUSINESS CONSULTING? IS VIENTRO BUSINESS CONSULTING THINKING OF EXPANSION PLANS?

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