Kritika | 10MBI1023 |

Summer internship
report
RECRUITMENT PROCESS AND TRAINING
EVALUATION

STUDY OF TRAINING EVALUTATION AND

RECRUITMENT PROCESS
Gyana Learning and Development

AN INPLANT TRAINING REPORT

Submitted by
KRITIKA
(10MBI1023)

In partial fulfillment for the award of the degree of

MBA

VIT
UNIVERSITY
(Estd. u/s 3 of UGC Act 1956)
Vellore - 632 014, Tamil Nadu, India

July 2014
1

DECLARATION BY THE CANDIDATE

I hereby declare that the in-plant training report entitled STUDY OF TRAINING
EVALUTATION

AND

RECRUITMENT

PROCESS

at

Gyana

Learning

and

Development submitted by me to Vellore Institute of Technology, Chennai in partial

fulfillment of the requirement for the award of the degree of MBA is a record of bona
fide industrial training undertaken by me under the guidance of Mr. Hari Prasad. I
further declare that the work reported in this report has not been submitted and will not be
submitted, either in part or in full, for the award of any other degree or diploma in this
institute or any other institute or university.

Place:

Signature of the Candidate

Date:

VIT
UNIVERSITY
(Estd. u/s 3 of UGC Act 1956)
Vellore - 632 014, Tamil Nadu, India

Introduction
Gyana learning and development is a training organization specializing in the Human
Resource and Soft skills domains. Their training programs are designed to have a two
pronged effect of improving individual employee productivity and giving the
organization a demonstrated return on their investment. Their program content is
customized according to the requirements of the clients. Their approach to corporate
training has made them the leading Training Solutions Provider in India with an
unparalleled reputation for client satisfaction and training effectiveness. Over the last
seven years Gyana has carved a niche for itself in the behavioral skills domain and
empowered thousands of professionals to achieve excellence.

Vision
To be the leading global learning solutions provider by 2015

Mission
To provide clients with innovative, superior and interactive learning solutions and grow with
100% reference ability

Values
We are proud of our culture of innovation, open communication and ethical behavior within
Gyana and with our clients.

A step further
We work towards a cleaner, greener and kinder world through Gyana Cares and take our
responsibility for this planet seriously.
Clients
Team Gyana works with client in different fields and below is the list of client
IT Sector:
Cognizant technologies
HCL Technologies

Infosys
Tata Consultancy Services
Finance:
HSBC
Manufacturing:

Hyundai
Project Objective
Training evaluation
Understanding existing HR policies and procedures of the company.
Structuring recruitment process to suit different level of expertise required by
organization.
Building robust Assessment and application form for potential candidates to make
recruiting ease.

Introduction to the Industry (Training industry)

Training can be defined as:

The process of increasing the knowledge and skills of the workforce to enable them to
perform their jobs effectively
Training is, therefore, a process whereby an individual acquires job-related skills and
knowledge.
Training takes place at various points and places in a business. Commonly, training is
required to:

Support new employees (induction training)

Improve productivity

Increase marketing effectiveness

Support higher standards of customer service and production quality

Introduction of new technology, systems or other change

Address changes in legislation

Support employee progression and promotion

Effective training has the potential to provide a range of benefits for a business:

Higher quality

Better productivity

Improved motivation - through greater empowerment

More flexibility through better skills

Less supervision required (cost saving in supervision)

Better recruitment and employee retention

Easier to implement change in the business

HRM is concerned with the peoples dimension in organization. Since every organization is
made up of people, acquiring their services, developing their skills, motivating them to higher
levels of performance and ensuring that they continue organizational objectives. This is true
regardless of the type of organization Government, Business, education, health or
recreation. Thus, HRM refers to a set of programs, functions & activities designed and
carried out in order to maximize both employee as well as organizational effectiveness

Theories of training
The effective functioning of any organization requires that employees learn to perform
their job at a satisfactory level of proficiency. An effective organization wishes to have a
workforce that is ready to take up the responsibilities of the organization and adds on to
the performance of the company. At the same time the organization should give enough
opportunity to the workforce to enhance their skill and knowledge.

Training refers to the teaching learning activities carried on for the primary purpose of
acquiring the knowledge and applying to the work to increase efficiency and
effectiveness.
The following steps must me the basis of any training activity
Determining the training need analysis
Translate them into programs that suit the audience
Evaluate the training process.
Training inputs.
There are mainly 3 types of input: Skill, attitude and knowledge.
The main purpose of training is to establish a relation between worker and his job, for
this it is needed that the worker have a positive attitude towards his job, this can happen
only if his knowledge about the job is adequate and he has the skills needed for the job.
Skill
Training activities are today ranging from a simple skill to a complex one. Training a
particular employee on his skills will help him to be more efficient, new workforce will
be able to understand the technical aspect of the job, and current workforce will have a
better performance level.
Attitude
Through the induction program, organization develops attitude in the mind of new
workforce. The focus of such training is to mold the attitude of employee to support the
company to achieve higher heights.
Knowledge
Training aimed at imparting knowledge to the employees in the organization, it provides
a scope to understand the problem of the industry and get real time solution to those
problems to maintain the industry standard and strive for better performance.
Positive outcomes of training
6

The consistency of the company depends on the ability of the employee to perform
effectively and efficiently. There are various positive effect of effective training.
It helps employees to learn the job and attain desired level of performance
and thus helps in better utilization of the resources.
It helps to reduce cost by efficient performance.
The performance level improves when workforce believes that the
organization will provide them with training opportunity for future
growth.
Scope for better wok environment and wok culture.
It aids to the individual skill development, knowledge enhancement.
Training methods
Training method are the means of attaining the desired outcome in the learning situation.
Before we start training we should understand the training need and the type of audience
we will be facilitating. Numerous training methodologies have been developed over the
years to meet the specific need of training. Each method have structured procedures for
conduct that offer certain advantages and few constrains. Before using any of these
methods we must clearly understand the strength and weakness of the technique.
Objective of training methods
There are few major objective of training methods: demonstrating value and developing
interests
Demonstration Value:
Complete demonstration of job requirement enables the trainee to grasp the meaning of
ideas, concepts or procedures visually. Training with such objective must use a method
that can visually explain the details, as human remember longer what they see, rather than
what they hear.
Developing interest
One of the factor be kept in mind is the ability to hold and arose the interest of the trainee
in the training situation to make the training session effective. There must be involvement
of the employee, rather having one way lecture.
The trainer need to understand the problem and the need of the group so that he can
facilitate in a way which gives the meaning to the effort taken by the organization to
increase the efficiency of the workforce. The cost effect should also be considered for
selection of training method.
Classification of Method
7

Depending on the learning outcome and the process by which it is attained, it is possible
to categorize the various methods into several groups.
On the job oriented training method.
There are different methods in this category whose objective is centered on the job, more
specifically it helps to understand the strength and constrains of the job. The methods in
this category are.
On the job training
Job rotation
Brainstorming session
Simulation method
Real life situation for imparting training. The methods in this category are

Role play
Case method
Management games
In basket games.

Role play
The role play method requires participants to enact the role based on a written script or
oral description of the situation. The enhancement process provides an insight and
understanding the demand of the situation of the assigned rule, it helps in better
understanding of interpersonal problem and attitude change.
Case method
The case is an actual situation, which is written for discussion purpose. Analysis would
need problem identification, analysis of the situation and of its causes, there could be
multiple solution and each solution need to be examined. And it is a good experience to
discuss and share the ideas and solution of the case to have a clear idea about of the real
time problems.

Management games
The game is built around the model of a business and trainees are divided into teams and
they simulate the real life process of taking decision.

In basket exercise.
There are situation that are faced by the managers in daily life mentioned in cards and
kept in a box. And the people are asked to take a card and respond to that situation.
Training effectiveness.
Many training fail to deliver the expected organizational benefit. Having a wellstructured measuring system can help us determine where the problem lies. On a positive
note, it helps to get a significant and real benefit from the organization.
The Kirkpatrick model
The most well-known and used model was developed by Donald Kirkpatrick in late
1950s. The basic Kirkpatrick have 4 levels.

Level 1: Reaction
Level 2: Learning
Level 3: Behavior
Level 4: Result

An evaluation at each level tells whether a fundamental requirement of the training was
met. It is not that conducting evaluation at one level is more important than other. All
levels are equally important. In fact the model explains about the usefulness of
performing training evaluation at all levels. Each level provides a check point.
How to conduct evaluation using Kirkpatrick model
Level 1 (reaction):
Complete participant feedback questionnaire
Informal comments from participants.
Focus group sessions with participants.
Level 2 (learning):
Pre and post test scores
On the job assessment
Supervisor reports.
Level 3(behavior):
Complete self-assessment questionnaire
On the job evaluation.
Supervisor reports

Level 4 (result):
Financial report
Quality inspections
Interview with sales manager.
Training transfer and Behavior change
Many trainers face the challenge of motivating their participants to use the new skill or
method learned during the training session. The trainers must understand that the training
transfer starts before training begins and continues after training ends. It can be divided
into 3 parts i.e. before, during and after.
Before training:
Get the participants have a pre course briefing with each participant. This helps to have
an interactive session with the participants, it also helps to ensure that they have
completed the pre-requisite reading or the exercise of the training. The most important act
is it sends a powerful message to the trainers that there is a scope of development and it is
not just a training where they can go and take things easy way.
During training:
For the training to be efficient the basic structure of training must me followed. They
below mentioned 4 points are the major factors that must be kept in mind.
Goal orientation:
People would love to attend the training and learn only if the training has a scope of
development of the individual. There should be something that will help them to grow
and develop beyond training room. We must ensure that with the organizations objective
being mentioned at the same time there must be goals for personals being mentioned for
the better understanding of the trainees.

Real work relevance

Showing how the program relates directly to their day to day work is also 1 of the
important aspect, it lifts the level of participation and interest of the participants. Explain
how the theories and principles need to be contextualized for each workplace situation.

10

 Practice
Building the opportunity for practice during the training helps to spark the interest of the
participants. It also motivates and increases the probability of using the technique in work
place.
Interpersonal interaction
Learning in the workplace is largely a social activity, in which goals are shared and
experience are shared. In a training environment you need to encourage discussion and
interaction so that everyone learn from experience.
After training
There must always be after course debriefing. This mainly is about reviewing training
session and expressing participants experiences.
CIRO MODEL of evaluation

11

CIPP MODEL

Context
What is the relation of the course to other courses?
Is the time adequate?
What are critical or important external factors (network, ministries)?
Should courses be integrated or separate?
What are the links between the course and research/extension activities?
Is there a need for the course?
Is the course relevant to job needs?

Inputs
Objective of the course
Materials for training
Process
What is the workload?
How well/actively do they participate?
Are there any problems related to teaching?
Are there any problems related to learning?
Is there effective 2-way communication?
Is knowledge only transferred to employees, or do they use and apply it?
Are
there
any
problems
which
participants
face
in
using/applying/analysing the knowledge and skills?
Is the teaching and learning process continuously evaluated?
Is teaching and learning affected by practical/institutional problems?

12

 What is the level of cooperation/interpersonal relations between trainer

and participants?
How is discipline maintained?
Product
Is there one final evaluation or several during the course?
Is there any informal assessment?
What is the quality of assessment (i.e. what levels of KSA are assessed?)
What are the participants KSA levels after the course?
Is the evaluation carried out for the whole PCD process?
How do participants use what they have learned?
How was the overall experience for the teachers and for the students?
What are the main lessons learned?
Is there an official report?

Gyana training and development13

Training practices

Training process cycle

14

Detailed training process

15

1. The 10-step process for developing training courses

The process for developing performance-based training includes the following 10 steps.
The first four steps constitute the task analysis that is necessary to design and develop
relevant, useful training materials. Steps 510 constitute the design and development
process.
16

1. Define the target population for training.

2. List the tasks to be performed by the target population on the job.
3. List the skills and knowledge needed to do the tasks.
4. Select the skills and knowledge to be taught. (These make up the training
objectives.)
5. Organize the selected skills and knowledge into suitable teaching units (modules) and
develop the training design (including brief outlines of module content and planned
training methods).
6. Draft expanded outlines of modules, including instructional objectives, main body of
text, and descriptions of training methods, examples and exercises.
7. Experts provide realistic examples and information for use in exercises.
8. Draft the complete modules, facilitator guidelines, and course director guidelines.
9. Field-test the training materials.
10. Revise and finalize training materials based on the field test.
Training Need Identification for a company
Introduction
Training need identification is a tool utilized to identify what educational courses or
activities should be provided to employees to improve their work productivity. Here the
focus should be placed on needs as opposed to desires of the employees for a constructive
outcome. In order to emphasize the importance of training need identification we can
focus on the following areas: To pinpoint if training will make a difference in productivity and the bottom line.
To decide what specific training each employee needs and what will improve his or her
job performance.
To differentiate between the need for training and organizational issues and bring about
a match between individual aspirations and organizational goals.
Identification of training needs (ITN), if done properly, provides the basis on which all
other training activities can be considered. Also requiring careful thought and analysis, it
is a process that needs to be carried out with sensitivity as people's learning is important
to them, and the reputation of the organization is also at stake. Identification of training
needs is important from both the organizational point of view as well as from an
17

individual's point of view. From an organizations point of view it is important because an

organization has objectives that it wants to achieve for the benefit of all stakeholders or
members, including owners, employees, customers, suppliers, and neighbors. These
objectives can be achieved only through harnessing the abilities of its people, releasing
potential and maximizing opportunities for development. Therefore people must know
what they need to learn in order to achieve organizational goals. Similarly if seen from an
individual's point of view, people have aspirations, they want to develop and in order to
learn and use new abilities, and people need appropriate opportunities, resources, and
conditions. Therefore, to meet people's aspirations, the organization must provide
effective and attractive learning resources and conditions. And it is also important to see
that there is suitable match between achieving organizational goals and providing
attractive learning opportunities.

Key elements and findings.

The company provides behavioral training to the corporates.
The evaluation of training method followed by Gyana is very effective.
They evaluate the participants in three different stages i.e. pre training,
mid assessment and post training.
The company is facing problem with the employees of the organization as
the attrition rate is high.
Being a small organization with only 7 people working it gets to the
situation of exaltations
They also face challenge with the freelancer trainers to fix the slot that
matches the trainer as well as clients convenience.
Suggestion
The company should focus to retain the employees and also to ensure that the task are
well planes and solved before reaching the situation of critical implications. They should
also focus on managing trainers in an efficient manner, so that it makes the business day
to day function a smooth one.

Research on training effectiveness.

Objective: To find the effectiveness of the training
Sample size: 46.

18

The following is the result of the pre and post assessment test of the 46 participants. The
participants were tested before the training i.e. pre assessment and after the training i.e.
post assessment. After the training assessment the difference in the pre and post score are
compared to mark the level of difference and to understand the level of efficiency of the
training.
Below is the detail of the average marks scored in the pre and post assessment in 5
different aspect of behavioral training.

Email etiquette
Telephonic etiquette
Client interface
Business etiquette
Team work

The participants are evaluated on the above mentioned 5 aspect to understand the overall
behavior of corporates.

NAME
Y. Bharath Kumar
Sayon Das

pre
assess
ment
20
29

Post
Assess
ment
33
38

19

Differe
nce
13
9

Kurthika .V.S
Sahil Chhabra
P Archana
Niharika V
Abhijit Nayar
Avneet Kaur Arora
Kashmira Ry
Vayuj Asthana
Vasantha Kumar C
Syed Shah
Emaduddin
Vijetha Naak S
Aliveni Sahithi K
Suma S
Shipra Sharma
Sankar G
Kashinath Mariyala
Jay Kumar
Sidharth Dash
M Bhanuprakash
Reddy
Sowmiya Thangaraj
Polavarapu Sai
Santosh
Rajender Yebushi
D.Sowmya
Rohit Singh
Bhadauuriya
Vamshi Krishna
Manoj Chandra
Komapalli
Antony Jesu
Abhinesh A
Suganya
Samnathan
Krithika.V
Tissy Thomas
Sai Sinath Varma
Keetha
Shrivardhan Rao
Swadeep B
Kavya Rao K
Nagi Reddy Soma
Meenu Murali

35
31
32
35
31
21
27
34
36

32
25
29
30
26
30
37
26
35

-3
-6
-3
-5
-5
9
10
-8
-1

29
33
37
35
31
32
35
31
21

36
35
39
37
30
34
38
35
39

7
2
2
2
-1
2
3
4
18

27
34

41
37

14
3

36
29
33

31
36
41

-5
7
8

37
32

37
30

0
-2

35

34

-1

31

38

21
27
34

35
39
41

14
12
7

36
33
37
35
31
32

37
31
36
41
31
36

1
-2
-1
6
0
4

20

G.Pranay
Swedhan
Saranya S Kumar
B.Pranith
M Bala Kumar
Nihar Sujhana J
K.E Sowmya
Sai KrishnaTeja

35
31
33
41
36
31
30
37

41
37
30
34
38
35
39
41

6
6
-3
-7
2
4
9
4

Analysis
The performance of people are divided into 5 major groups

Margin of sore

no of people in the range

0-10

0 (0%)

11-20

1 (2%)

21-30

11 (24% )

31-40

33 (72%)

41-50

1 (2% )

Diagram

21

performance of people in pre assessment

0-10

1; 2% 1; 2%

11-20

11; 24%

21-30
31-40
41-50

33; 72%

Post assessment

post assessment

no of people

0-10

0 (0%)

11-20

0 (0%)

21-30

9 (20%)

31-40

31 (67%)

41-50

6 (13%)

22

performance level in post assessment

0-10

13%

20%

11-20
21-30
31-40
41-50

67%

The difference in performance

23

change in performance
12
10
8
6
4
2
0

Conclusion

24

10

12

Phase -2 Designing company policies and recruitment policy for the organization
EMPLOYEE RECRUITMENT:
In the working place is essential to a companys long term success. By hiring correctly,
an organization adds the talent it needs and can enjoy the benefits in increased
productivity and morale. However this process is not simple and if the careful process of
selection is not followed: you can be mired with poorly skilled, unmotivated and un-loyal
labor force which can impact future profits as well as other employee behavior.
Recruitment, Quite often this word stands alone when some gaming companies develop a
human resources management strategy. An organization cannot develop a recruitment
strategy without simultaneously for mulcting an employee retention plan. Simply stated,
it is one thing to attract workers, but quite another to retain them.
OBJECTIVES OF RECRUITMENT
To attract people with multi-dimensional skills and experiences that suit the present
and future organizational strategies so as to obtain a pool of suitable candidates for
vacant posts.
To induct outsiders with a new perspective to lead the company
To infuse fresh blood at all levels of the organization.
To develop organizational culture that attracts competent people to the company.
To use a fair process.
To ensure that all recruitment activities contribute to company goals.
To search for talent globally and not just within the company.
To conduct recruitment activities in an efficient and cost effective manner.

FACTORS EFFECTING RECRUITMENT:

25

All organizations whether small or large, do engage in recruiting activity, though not
to the same extent.
This differs with
1) The size of the organization.
2) The employment conditions in the community where the organization is located.
3) Working conditions, salary and benefit packages offered by the organization.
4) The rate of growth of the organization.
5) Future expansion program of the organization. And
6) Cultural and legal issues.
7) Organizations ability to find and retain good performing people.
FACTORS AND SOURCES
INTERNAL FACTORS:
Employees from within the organization are hired to fill a job vacancy.
It is normally used for higher level jobs.
The internal factors are:
1 Companys pay packages
2 Quality of work life
3 Organization culture
4 Career planning and growth
5 Companys size
6 Companys products/services
7 Geographical spread of the companys operations
8 Companys growth rate

26

9 Role of trade unions

10 Cost of recruitment
11 Companys name and fame.
EXTERNAL FACTORES:
The external factors are:1 Socio-economic factors 23
2 Supply and demand factors
3 Employment rate.
4 Labor market conditions.
5 Political, legal and governmental factors like reservations for SC/ST/BC and sons
of soil.
6 Information systems like employment exchanges /Tele-recruitment like internet.

ADVANTAGES:
Benefits of new skills, new talents and new experiences to organization
Compliance with reservation policy is easy
Scope for resentment, jealousies and heartburn are avoided

DISADVANTAGES:
Better morale and motivation associated with internal recruiting is denied to the
organization
It is costly
27

 Chances of creeping in false positive and fake negative errors

Adjustment of new employees to the organizational culture takes longer time..
Process of Recruitment
The recruitment process takes place mainly in 5 steps

Job analyzing

Sourcing

Screening and selection

On boarding

Job analysis
This is the beginning of recruitment process, to document the actual or requirement of the
job to be performed. This provides the recruitment process with the boundaries and
objectives of search. The job description needs to be reviewed or updated time to time.
Starting the recruitment process with a good job description ensures the recruitment
process starts off on a correct track.
Sourcing
Advertising is a common part of recruitment process, often encompassing multiple media
such as internet, general newspaper, jobs add in newspapers, professional publication etc.
are ways by which the job vacancy is advertised.
Screening and selection
Suitability

for

a job is

communication, typing,

and

typically

assessed

computer

skills.
28

by

looking

Qualifications

for
may

skills,
be

e.g.
shown

through rsums, job applications, interviews, educational or professional experience, the

testimony of references, or in-house testing, such as for software knowledge, typing
skills, numeracy, and literacy, through psychological tests. But it is highly essential to
make sure that the individual is suitable for the job assigned.
On boarding
"On boarding" is a term which describes the process of helping new employees become
productive members of an organization. A well-planned introduction helps new
employees become fully operational quickly and is often integrated with a new company
and environment.

29

Policy making for Gyana

Gyana is a 7 year old company, during my internship I got the opportunity to work for the
policy making of the company and documentation. I formulated the documentations for
the organization. Few of the areas I worked on policy making are.

30

Attendance sheet for the trainers.

General information form
Job description
Recruitment process
Exit form
Formation of interview panel
Interview process
Selection
Joining policy
Training policy
Terms of employment
Standard of conduct
Confidentiality
Performance evaluation
Compensation
Employee termination (resignation, dismissal)
Leave policy
Travel and expenses policy

Recruitment procedure

Plan the target of the company for next 6 months or 1 year.

We should understand the need of organization in next 1 year. The next step is to plan for
the man force needed. Once we get the clear understanding of the firms target and man
power needed we have to clarify the type of people needed.

Creating new positions.

Replacement of current employee.
Tuning intern to employee.
Develop a position description

We must have a very clearly mentioned and described purpose of position, role, preferred
qualification, task, work flow, accountability. So that the person applying has a clear idea
regarding what is expected from him in the organization.

Develop recruitment plan Under this there must be an internal discussion over
what exactly is the goal of placement, posting period, how to reach out to get the
best applicant. How to advertise and search for the applicant? The 2 major ways
of advertising today are
Job portals.
Social media.

31

By advertising at these areas we can get a huge response and we can select the best
applicant who suits the profile the best.

Selection committee
There must be a committee to search and select the best applicant. A team must
have
Someone who has strong understanding of the role.
A job specialist (department head)
HR to interact closely with the applicant on different aspects. (Company
policies/rules etc.)

Management must understand the need of different experts to be part of committee as it

will help to select the most suitable candidate for the organization.
Interview process

There are few major issues that must be taken care during interview process by
the panel.
Read and discuss the resume of the candidate internally before interview.
Prepare questions to be asked to all candidates.
The questions to be asked to specific candidate
To ensure that person suits the job and work culture of the organization
To check if the person is passionate towards the area of applied job
Reference and background check
Finalize candidate

Flow chart of the recruitment process

Plan the
target

Position
description

Recruitmen
t plan

Finalize the
stepscandidate
are very important

Reference
check functioning
a smooth

The above mentioned

for
process. Each step has some important aspect that must be taken care.

Selection
committee

of

Interview
process
recruitment

In Gyana we can divide the process into 2 major parts. The first part the internal and
second being the external, the first part being the planning the target, deciding on position
description, the recruitment plan and finalizing he selection committee
32

During my stay in Gyana I was working for the screening and filtering of the candidates
for the interview in the company. I created account in online job portals and was handling
the responsibility of finding the appropriate trainers for the organization. Adding on to the
online job portals LinkedIn was also one of the most important source for the screening
of candidates.

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