IPM – GROUP PROJECT

GROUP MEMBERS

Name SMS ID Centre

Shivangi Kaul 2217431 Raja Garden , New Delhi
Shilpi Gupta 2218319 Vikas Puri, New Delhi
Sunil Chauhan 2217432 GK II New Delhi
Sunil Naik 2217245 GK II New Delhi
INTRODUCTION

Human resource is an important corporate asset and the overall performance of company
depends on the way it is put to use. In order to realize company objectives, it is essential to
recruit people with requisite skills, qualification and experience. Recruitment is almost central to
any management process and failure in recruitment can create difficulties for any company
including an adverse effect on its profitability and inappropriate levels of staffing or skills.

Recruitment is however not just a simple selection process but also requires management
decision making and extensive planning to employ the most suitable manpower. 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 the best approaches to recruitment although
companies will have to use their in house management skills to apply generic theories within
specific organizational contexts.

As part of the project on Introduction to Personnel Management we were given a project where
we had to go ahead and complete the entire recruitment and selection of any particular job that
we choose beginning with the Job Analysis and ending with the actual selection of a candidate
for that particular Job. Our group decided to approach the project in the following manner. We
divided the entire process into the following steps and have outlined briefly the activities and the
tools that we used while going through each of the steps.

Step Activities & Tools used

Identification of Job Looked at various options , ease of obtaining data , relevance
of Job etc
Conduct Job Analysis Acquired Job information through Observation , Interview ,
Questionnaire etc ,
Develop Job Requirement Collated all information and used the info to develop the Job
Matrix requirement Matrix
Develop Recruitment Plan Decided on recruitment plan and Process by finalising the
mode of recruitment and created a recruitment flowchart
Develop Recruitment Budget Based on recruitment flowchart decided on cost involved and
finalised a recruitment budget
Develop selection plan and Application Form , reference check form and a structured
assessment methods interview questionnaire along with the scoring sheet and
possible answers
Process of collation of scores Decided on method of collation of all scores to assist in the
and selection final selection of the candidate.

STEP 1: IDENTIFYING THE JOB

We looked at different options for the Job that we would be developing the recruitment and
selection process for. The two jobs were

• Financial Analyst
• Manager handling Corporate Sales

Based on the discussions, we choose the Territory Manager handling Corporate sales as the
Job that we will decide to do the project on based on the following parameters

• It would be easier for us to get the requisite accurate information on the job as we were
all familiar with the Job.
• The position was an interesting one as this particular position was the link between the
regular sales force (Jr. Level) and was reporting in to the Head of the Function.
• It was a new position that was being created between the existing sales force and the
regional head of sales and marketing.
• The organisation was looking at 11 such positions to be filled on an All India basis.

This is a mid level position in a company that is a leading Healthcare service provider in India
with over 40 hospitals and more than 8000 beds. With the renewed focus on the health of the
working executive and the focus on medical tourism the sales function in a hospital network is a
very critical position. The position typically is based out of the Corporate and involves liaisoning
with individuals at senior levels as well as interaction with Government and quasi government
functionaries. The role is a complex one and wrong hiring can result in a direct impact on the
revenues of the hospital / group of hospitals. The position will have Sales executives reporting in
and are based out of various hospitals in the relevant region (Two States in case of areas where
the number of hospitals are less).

STEP 2: CONDUCTING THE JOB ANALYSIS

Having decided on the job, we then went ahead to define the job role, description, requirements
and the responsibilities associated with this job. We also had to find out the required level of
education, skills, knowledge, training etc that are required for the position.

PROCESS OF COLLATING INFORMATION

We had different options available for us to collate the required information for us to complete
the Job analysis. We choose to collate information through the following methods.
QUESTIONNAIRE

We developed a questionnaire that we then went ahead and circulated to a number of

incumbents and their supervisors in order for us to get all the relevant information related to the
Job and the Job requirements. We focused on the primary responsibilities associated with the
Job as well as the qualification and the experience that is needed for filling the position. The
answers given by the incumbent was then also vetted by the supervisor. The other important
data point that we obtained was of the organisation structure and the relative level of this
position in respect to other similar positions within the organisation. The employees that were
chosen for the interview were those who had been in this particular position for atleast one year.
(Annex 1 – JA Ques in excel sheet JA.xls)

INTERVIEW

We had a set of interviews with a separate set of incumbents and their supervisors to provide us
a clear idea of the requirements and the knowledge and skills needed for conducting the job
well. The questions we asked were based on the questionnaire and were used to validate the
data that was filled in by the incumbents. The employees that were chosen for the interview
were those who had been in this particular position for atleast one year.

RATIONALE

We decided to use the questionnaire method and the interview method to try and understand
the job and provide us input for the Job analysis because of the following

• We could get a large amount of data in a relatively short period of time.

• The other methods that we debated like observation and diaries were not feasible for the
role that we were analyzing.

• There were certain aspects of the job that we would not be able to obtain merely by
getting the incumbents to fill up the questionnaires and hence we also did a series of
interviews.

• The interviews also helped us in validating the data that we obtained through the
questionnaires.

STEP 3: DEVELOPING THE JOB REQUIREMENT MATRIX

Based on the information that we collated through the various sources, we then went ahead and
summarized the various specific tasks that the position would be responsible for. Once the
specific tasks were identified and put down, we then clubbed them under different task
dimensions. The task dimensions were then categorized based on importance and then split up
as activities. We then identified the various KSAO’s (Knowledge, Skills, Ability, and Other
characteristics) that were needed for the incumbent to successfully complete the list activities.
The KSAO’s were then prioritized in their order of importance. The task dimensions and the
KSAO’s in their order of are provided in the attached file. (Annex 2 – JR Matrix in excel sheet
JA.xls)

The Job requirement matrix was then used to go ahead and develop the assessment plan and
also helped us in preparing the structured interview.

Once the Job requirement matrix was completed, we also looked at the selection and
assessment methods that were needed for evaluating and measuring each of the relevant
KSAO’s that had been identified. The assessment methods have been shown in the attached
excel file. (Annex 3 – Sel & Assess in excel sheet JA.xls)

RATIONALE

We looked at the relevance of each of the different assessment methods for measuring and
evaluating each of the KSAO’s and based on this criterion, we have finally decided to use only
the following assessment methods.

• Interview

• Application Form

• Psychometric Tests

As this position is for a role which is already having at least 6 – 8 years experience, it is
assumed that the candidate will have the relevant work experience and hence would not need a
separate Job Knowledge test. The training & experience could be gauged from the application
form and the interview itself.

STEP 4: DEVELOPING THE RECRUITMENT PLAN

While developing the recruitment plan, we arrived at a set of base assumptions after completing
the Job Analysis.

• The position that we are recruiting for is a Mid level position with the candidate having
atleast six to seven years experience.

• The position needs a set of skills and knowledge / ability that is not currently available
internally.

• As this is a specialized Job linked the requires experience in sales and marketing related
to Hospitals, candidates will have to be sourced from either other healthcare service
providers or industries that are closest to the healthcare industry like the Pharmaceutical
industry.

• There is no gender specification for this particular role.

• The position involves leading and supervising a team.

RATIONALE

Based on the assumptions, the group unanimously decided that we would not be able to fill the
position through open internal recruitment as this is a niche skill which is not currently available
in the existing set of employees. The possibility of closed internal recruitment was also rejected
as the existing employees who report into a similar position do not have the requisite experience
or the skill sets to justify their move into the position of Territory Manager – Corporate sales.
This was confirmed when the HR went through the personal files of the relevant employees.
Based on the above it was decided that we would go for an external recruitment agency
that would be contracted with filling the positions.

As the Corporate HR based out of the head office handles all recruitment at Manager level and
above, it was also decided that the recruitment for this particular post will be handled centrally
from the head office. The position was also transferrable and there was a need to have
uniformity in recruitment. Based on the above, it was decided that we would go for a
Centralised recruitment that would be stewarded from the Corporate office for all the 11
positions across India.

RECRUITMENT PLAN

Once the requisition for the open position was received as a Position requisition form (Annex 4
– Pos Req Form In excel sheet JA.xls), It was decided that the position would be posted on a
Job Portal and would also be given to an external recruitment agency that would be contracted
for closing this position. It would be a centralized recruitment process and all positions on an all
India basis would be recruited and selected from the Corporate Office at New Delhi.As the
recruitment is for a specific position with very clear and specific KSAO’s, it was decided that the
recruitment would be a targeted recruitment with focus very clearly on candidates with very
specific experience in the healthcare or pharmaceutical industry.

The Profile for putting up on the Job portal was also decided and finalised. It was also decided
along with the recruitment agency to put up an advertisement with details of the positions in
leading English dailies with coverage in all the four metro’s and major A Class cities (as the
position was also based out of Metros / Class A Cities). The advertisement would be a half
pager with the following details mentioned clearly. The advertisement was also used as an
opportunity for branding and publicizing about the expansion plans of the company. All these
details have been put in the recruitment plan (Annex 5 – Rec Plan in excel sheet JA.xls)

Details Size
Details of the Company : One paragraph (75 words)
Details of the role / responsibility : One paragraph (100 words)
Details of location , salary and Incentives: One paragraph (50 words)
Contact Names , details and email address: One paragraph (50 words)

THE SAMPLE ADVERTISEMENT

Opportunity for an experience manager from the healthcare sector to join a company that is
progressing rapidly to be one of Asia’s largest health care service provider with more than
12000 beds and a hospital network of more than 40 hospitals. The company has established an
enviable reputation for its patient care and clinical excellence. As a part of their expansion
plans, they plan to expand their reach in he Major towns for which they need experienced
Territory Managers in Corporate Sales.

Role & Responsibility:

• Design the sales plan for institutional sales and monitor its implementation to ensure
achievement of the volume and realization targets on an annual and monthly basis.

• Identifying potential customers and understanding their requirements. Communicating

the same to the relevant product teams and converting prospects into accounts.

• Achieve monthly and annual revenue targets for the respective region hospitals through
maximum footfalls for IPD and OPD, Health check ups and pre employment check ups

• Regularly liaise with the top representatives of the empanelled TPAs and Corporates to
ensure continuity of business.

• Develop and enhance the presence of the company in the identified markets by
designing and implementing focused market development initiatives in these regions
(including organization of CME’s, sponsorship of medical conferences, regular visits to
doctors to promote Fortis etc.)

• Guide, develop and support the segment sales team to achieve the revenue and
collection targets.

This role will pay as per industry standards and will include a bonus and other perks. We are
looking for professionals with 7 – 8 years of experience in leading healthcare companies with at
least two years in a supervisory role and having a management degree.

In case you are interested please fill in the application form available at xxx@healthcare.com.
You could also send a copy of your CV to xyz@consultants.com. Feel free to contact us on
0124-3456789 to discuss your experience in relation to this position.
THE SAMPLE ON THE JOB PORTAL (NAUKRI.COM)

Company A reputed healthcare service provider

Position Territory Manager – Corporate Sales
Category 1st in Line Sales Manager
Locality Zonal
Region North, South East and West
Details Opportunity for an experience manager from the healthcare sector to join a
company that is progressing rapidly to be one of Asia’s largest health care service
provider with more than 12000 beds and a hospital network of more than 40
hospitals. The company has established an enviable reputation for its patient care
and clinical excellence. As a part of their expansion plans, they plan to expand
their reach in he Major towns for which they need experienced Territory Managers
in Corporate Sales.
Role & Responsibility:
• Design the sales plan for institutional sales and monitor its implementation
to ensure achievement of the volume and realization targets on an annual
and monthly basis.
• Identifying potential customers and understanding their requirements.
Communicating the same to the relevant product teams and converting
prospects into accounts.
• Achieve monthly and annual revenue targets for the respective region
hospitals through maximum footfalls for IPD and OPD, Health check ups
and pre employment check ups
• Regularly liaise with the top representatives of the empanelled TPAs and
Corporates to ensure continuity of business.
• Develop and enhance the presence of the company in the identified
markets by designing and implementing focused market development
initiatives in these regions (including organization of CME’s, sponsorship of
medical conferences, regular visits to doctors to promote Fortis etc.)
• Guide, develop and support the segment sales team to achieve the
revenue and collection targets.
This role will pay as per industry standards and will include a bonus and other
perks. We are looking for professionals with 7 – 8 years of experience in leading
healthcare companies with at least two years in a supervisory role and having a
management degree.
Reference Job No : 123456
Contact 0124-3456789
Mail Id xyz@healthcare.com

The recruitment process flow chart was as follows

Candidate who apply Candidate who are shortlisted

through the Job Portal through the agency (40%)
(60%)

Candidate who get through

Cut off based on Qualification &
the applicant screening and Experience
assessment

Qualify for the First Psychometric Cut off based on

Round of Interview Testing Cumulative scores in
Interview and Test

Reference Check Medical Examination

Final Interview with Function

Head

Offer & Selection

Final Selection based on
Cumulative scores in First Interview,
Test and Final interview

RECRUITMENT BUDGET

Based on the recruitment plan, the recruitment budget was then finalised. The major costs that
were considered when developing the recruitment budget were the following
 • Advertisement Costs: The costs incurred in developing and designing the
advertisement and the cost incurred in posting the advertisement in the newspapers for
a period of time.

• Cost for hosting the Job Vacancy on the Job Portal: The cost incurred per position
on hosting the job vacancy in the Job portal was also calculated.

• Cost of conducting the Psychometric test: The cost charged by the vendor in
conducting the psychometric test and providing the validated result was considered.

• Travel, Stay and Conveyance Expenses: The travel and stay expenses for the
candidates who are appear for the final interview were also considered.

• Other expenses: All other expenses like the stationery, Internet charges and
Consultancy charges charged for using their services were also considered.

• Recruiter’s expenses: The expense incurred as salary as well as the travel costs of the
recruiter was also considered in calculating the total recruitment costs.

The total costs were then calculated on a position wise basis to find out the exact cost that is
incurred to hire and fill a particular position. The total cost for hiring the employee would also
include the training and the induction cost as well. The details are provided in Annex 6 – Rec
Budget in excel sheet JA.xls.

DEVELOP SELECTION PLAN AND ASSESSMENT METHOD

Once the recruitment plan and the budgets were finalised, we then went ahead and decided on
the selection plan and the method of assessment that we would use for identifying the right
candidates for the job. The Job selection matrix was used to identify and rank the KSAO’s in
their order of importance. The method of assessment for measuring each of the KSAO’s was
decided after deliberation and the selection plan was devised using three assessment methods
which were

• Application Form

• Psychometric Tests

• Interview – Structured Interview by HR and Hiring Manager

• Final Interview – Unstructured Interview by Function Head.

APPLICATION FORM

All applicants were told to fill up an application form as soon as they registered in for the
position on the Job Portal and were considered for the position. All those who were shortlisted
by the recruitment agency were also told to fill up the application form. The application form was
developed to collate the following information.
 • Educational Background: We were short listing candidates based on the minimum
qualification that we had set for this particular Job which included a Management Degree
in Marketing.

• Work Experience: The other criteria that we used for qualifying a candidate was that he
should have the relevant experience mentioned in the application form.

• References: The Application form was used to collect information on references of any
two professional acquaintances that we could then get in touch with for completing the
reference checks.

• Training Attended: The applicant was requested to give information on whether they
have been for any specific training which is related to the job that they are applying for.

• Areas of Strength and Weakness: The applicant is requested to put down what he
considers are his areas of strength and weakness. This can be used during the
structured interview, if necessary.

• High Points and Low Points in the applicant’s career: The applicant is told to write
down one of his high points in terms of achievements and also a particular instance that
the applicant regrets during his career till now. This information can also be used during
the interview stage.

The application form is used as a primary filter to eliminate all those applicants that do not
qualify the parameters of Qualification and Work experience as mentioned in the job selection
matrix. No additional weightage is assigned to the application form once the applicant qualifies
for the Interview and the psychometric test. The application form is attached as Annex 7 – App
Form in excel sheet JA.xls.

PSYCHOMETRIC TESTS

The group decided to use the psychometric test that has been developed by Thomas Profiling.
All candidates who qualify through the application form will need to attend the interview and the
psychometric test. The test that we will be using is called the Personal Profile Analysis (PPA)
and has been validated over a period of many years and thousands of respondents.

The test will compare the DISC profiles of each applicant versus the benchmarked profile that
has been built based on the tests already conducted and validated on the most successful
territory managers in the same organisation.
THE STRUCTURED INTERVIEW

The interview is the most critical part of the selection process as the applicant is face to face
with the interviewer. The group decided on the structured interview process to be used for
selecting the candidates. A interview was to be conducted by a HR Manager along with the
Hiring Manager to avoid any kind of bias.

• The interview is based entirely on the Job duties and Job requirements that have been
identified in the job selection matrix.

• We developed situational questions and job knowledge questions to evaluate the

candidates.

• We developed benchmark answers to each of the questions and rated applicant’s

responses on a three point scale relative to those answers.

• The interview was conducted by a panel so that the applicant was rated by several
raters.

• All applicants were asked the same set of questions so that everybody was given a fair
chance.
 The questions designed were both situational as well as behavioural based questions. Each
question had an answer key with three possible answers.

• A good answer was given the highest rating of three. This was the ideal answer the
interviewer expected the applicant to provide and perfectly matched the response that
was needed in such a situation.

• A satisfactory answer was given the rating of two. This was a right answer but could
have been answered in a better way by the applicant.

• An unsatisfactory answer was given the rating of one. This was not the right answer and
would go against the expected reply that was envisaged by the interviewer.

The aggregate interview scores of both the interviewers would be considered and each
applicant would be ranked based on these scores. The structured questionnaire with situational
and behaviour based questions has been attached. (Annex 9 – Struc Int in excel sheet JA.xls)

The Interview scores and the match of the PPA in the Thomas Profiling Test is cumulated to
rank the candidates and the top three candidates for each position are then called for the Final
interview with the Function Head. The candidate who does well in the interview but has a low
match on the PPA test scores will not be considered for the Final interview. Hence we follow a
multiple cut off model where the applicant is expected to have a minimum proficiency in both
the selection parameters of Interview and the Thomas Profiling Test.

MEDICAL AND REFERENCE CHECKS

Once the top three are identified, they then go through the mandatory medical checks as well as
the reference check and those that clear through both of them are put up for the Final Interview
with the Function Head. A copy of the reference check form is also attached. (Annex 8 – Ref
Chk in excel sheet JA.xls). The reference check is done to verify details provided by the
applicant in his application form and also get a realistic view from his superiors, peers on the
applicant’s behaviour and working style.

THE FINAL INTERVIEW

The Final selection is based on the performance of the applicant in the Final Interview which is
an unstructured interview and is taken by the Function Head. The Function Head is allowed to
question him based on his experience of handling such people in his everyday role and he is
asked to rate the applicants on a five point rating scale. The final score is thus derived as a
combination of the Structured Interview score, the Psychometric test score and the Final
Interview and the candidate is finalised by HR after discussion and deliberations with the
Function Head and the Hiring Manager. Once the final decision is made, the selected
candidates are informed and the other candidates are also sent reject letters. The candidate
then serves his notice period and joins in to the organisation for his induction and subsequent
training and commencement of his regular tasks and duties.
CONCLUSION

The employees of any organization are its life blood, without doubt. With the dawn of this
realization upon the present day business organizations, there appears to be a major shift
towards human resource management. The performance of the organization depends on the
efficiency that its employees exhibit. Hence it is of crucial importance that employees with the
most suitable qualifications and competencies be selected. This is where the processes of
recruitment and selection come in. The grueling procedure through which the candidate goes
through is, in itself, an indicator of the significance of these processes in the efficient functioning
of the organization.