A Project Report on

RECRUITMENT AND SELECTION

AT DATAPOINT INFO SOLUTIONS (P) LTD

A Project report submitted to Osmania University, Hyderabad In partial fulfillment for the award of the degree of

MASTER OF BUSINESS ADMINISTRATION By S.SWAPNA (Reg. No. 132209672038) Under the esteemed guidance of Mrs. ARUNA JYOTHI

SRI INDU PG COLLEGE (Affiliated to Osmania University) HYDERABAD

DECLARATION

I here by declare that this Project Report titled RECRUITMENT AND SELECTION AT DATAPOINT INFO SOLUTIONS (P) LTD submitted by me to the Department of Master of Business Administration is a bonafide work done by me. This project is in partial fulfillment of the requirement for the award of degree of MASTER OF BUSINESS ADMINISTRATION by SRI INDU PG COLLEGE . and it is not submitted to any other university or institution for the award of any degree or diploma/ certificate or published any time before.

(S.SWAPNA) PLACE: HYDERABAD

ACKNOWLEDGEMENT

I take exuberant pleasure in thanking Mr.Murthy.SS(Manager Operations) for giving me this privilege opportunity to work on the project Recruitment and Selection and Deepika (HR executive) for their able guidance and valuable suggestions and sparing their precious time to helping me systematically executing my project work and extending their fullest cooperation and giving me in completing this project successfully.

I would like to express my dead sense of gratitude and reverence to our principal Mr. Sadashiva Rao for his valuable guidance in bringing shape to this dissertination.

My sincere thanks to Mr.Sundar, HOD of MBA department, Mrs.Aruna Jyothi, project guide, and also thanks to all our faculty members who have indirectly helped me in making this project a great success.

S.SWAPNA

INDEX

CONTENTS
Chapter-1 PROJECT DETAILS

PAGE.NO

1.1 Introduction 1.2 Definition 1.3 Objectives of the study 1.4 Purpose/ Importance of the study 1.5 Need for the study 1.6 Scope of the study 1.7 Research Methodology 1.8 Limitations of the study

1 1 2 2 3 4 4 6

Chapter-2 INDUSTRY PROFILE COMPANY PROFILE 7 11

Chapter-3 INTRODUCTION TO RECRUITMENT AND SELECTION 3.1 Meaning of Recruitment 3.2 Recruitment Policy 3.3 Sources of Recruitment 3.4 Recruitment Techniques 3.5 Selection 3.6 Selection Process 22 23 24 29 31 32
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CHAPTER-4 REVIEW OF LITERATURE

36

CHAPTER-5 RECRUITMENT AND SELECTION PROCESS AT DATA POINT 5.1 Data Point Recruitment Process 5.2 Recruitment Cycle Time 5.3 Sourcing Resumes for Recruitment 5.4 Selection Tests 39 42 43 46

CHAPTER-6 ANALYSIS AND INTERPRETATION 6.1 Analysis and Interpretation 6.2 Summary 6.3 Findings 6.4 Suggestions 56 77 78 78

6.5 Learning s from the Project 6.6 Conclusion

79 79

ANNEXURE BIBLIOGRAPHY

80 84

CHAPTER-1

PROJECT DETAILS

1.1 Introduction:

Acquisition of manpower is the first function of Human Resource Management. It begins from Human resource Planning, Recruitment, and Selection & Socialization of an employee.

Recruitment is necessary for all organizations for the below given reasons:

 To carry on its work, each organization needs personnel with necessary qualifications, skills, knowledge, work, experience and aptitude for work. This is proved through Recruitment, Selection and Induction.

 Large number of persons who have grown old, who retire, who die, or become incapable because of physical or mental ailments; there is constant need for replacing such personnel .This is done through Recruitment and Selection process.

 Recruitment is essential because of frequent labour turnover.  In order to meet the expansion programs which bring in more business arising from improvements effected in slump period, Recruitment is unavoidable.

 The nature of present work force in relation to its changing needs also necessitates the recruitment of new labour.

 To meet the challenge of new and changing technology and techniques of production new blood is to be injected in the organization.

All the above reasons make a good recruitment policy an essential part of human Resource Management.

1.2 Recruitment and Selection:

Recruitment and selection refers to the chain and sequence of activities pertaining to recruitment and selection of employable candidates and job seekers for an organization. Every enterprise, business, start-up and entrepreneurial firm has some well-defined employment and recruitment policies and hiring procedures. The human resources department of large organizations, businesses, government offices and multilateral organizations are generally vested with the responsibilities of employee recruitment and selection.

It goes without saying that ensuring your organization has the very best human resources is fundamental to achieving your business goals - achieving results through your people.

1.3 Objective Of The Study:

To understand the purpose, nature and style of Recruitment Policy followed in Data Point Info Systems Pvt ltd.

To identify different stages, techniques and processes involved in recruitment, selection of personnel in the company.

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To examine the employees perception about the effectiveness of the recruitment system at Data point.

To examine the pitfalls or deviation that the process has, if any existing, which are hurdles in the growth of the organization and suggest suitable recommendations.

1.4 Purpose/Importance Of The Study:

 Determine the present and the future requirements of the organization on conjunction with its personnel planning and job analysis activities.

 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 over qualified job applicants.

 Meet the organization s legal and social obligations regarding the composition of its work force.

 Increase organizational and individual effectiveness in the short term and long term.

 Help reduce the probability that job applicants once recruited and selected, will leave the organization only after a short period of time.

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 Evaluate the effectiveness of various recruiting techniques and sources for all types of job applicants.

1.5 Need For The Study:

 The need for the study is to attract people with multi-dimensional skills and experiences that suit the present and the future organizational needs.

 To help the new joiners by supplying information concerning the organization and the job.

 Understanding the importance of HR procedures and policies and its importance in the organizations.

 Vacancies due to promotions, transfers, retirement, termination, permanent disability, death and labour turnover.

 Creation of new vacancies due to growth, expansion and diversification of business activities of an enterprise. In addition, new vacancies are possible due to job specification.

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1.6 Scope Of The Study:

 The study helps the organization to attract and retain best employees which helps in focusing upon the production of the organization which leads to profit maximization.

 The study also helps in building up a two-way channel of communication between management and workers thereby leading to employee satisfaction.

1.7 Methodology Of The Study:

The methodology used for the study is as follows:

 Interaction with Sr. Associate:  Based on the Questionnaire (Annexure)

 Telephonic Interactive Sessions Data regarding the study has been collected by the questionnaires and through Telephonic Interactive Sessions.

Questionnaire:
It is the most commonly used method of data collection. It consists of a set of questions that have been administered to the HR Manager and collected information regarding an assignment. It is the important part of the study, which helped me in drawing the analysis.

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SOURCES OF DATA:
To carry on the study the required data was collected from the types of sources of data collection i.e.,

PRIMARY DATA:
The various means and sources of data were as below: Primary sources include the Data point Team support and the data was obtained through regular interaction with Data point Team members. y

Observation:

This served as one of the important methods of data collection .It was

taken care that all process and methods applied in recruiting and selecting the personnel in Datapoint, were keenly observed for 4-5 weeks and a note was made here and there when necessary, y

Questionnaire:

A well designed questionnaire was circulated among the employees

and the candidates and all the responses were recorded and analyzed

SECONDARY DATA:
Secondary sources were the Inter-net search and the existing Datapoint recruitment manual.

The profile of the company, concepts of recruitment and selection, recruitment process of DataPoint and many other topics were extracted from the various sources of secondary data. Some of them are as below:

y y y

Company website The company s recruitment manual And other academic theoretical references.

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All the above stood as major sources of data for the study.

SAMPLING:
The employee perception of recruitment and selection was done through questionnaire mainly. A sample was chosen for this.  Process understanding: Support from Sr. Associate  Analyzing the data of different sources: 100 profiles

1.8 Limitations:

In understanding the study some problems were encountered such as:

The respondents were not readily available and the data was collected as convenience of the respondents.

per the

The study has been constrained by limitations of time.

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16

CHAPTER -2 INDUSTRY AND COMPANY PROFLE

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2.1 Industry Profile:

The Information Technology (IT) industry has become of the most robust industries in the world. IT, more than any other industry or economic facet, has an increased productivity, particularly in the developed world, and therefore is a key driver of global economic growth. Economies of scale and insatiable demand from both consumers and enterprises characterize this rapidly growing sector. Both software development and the hardware involved in the IT industry include everything from computer systems, to the design, implementation, study and development of IT and management systems. Owing to its easy accessibility and the wide range of IT products available, the demand for IT services has increased substantially over the years. The IT sector has emerged as a major global source of both growth and employment. The IT industry can serve as a medium of e-governance, as it assures easy accessibility to information. The use of information technology in the service sector improves operational efficiency and adds to transparency.

SOFTWARE DEVELOPMENT:
Software development is the set of activities that results in software products. Software development may include research, new development, modification, reuse, re-engineering, maintenance, or any other activities that result in software products.

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Most methodologies share some combination of the following stages of software development: Market research Gathering requirements for the proposed business solution Analyzing the problem Devising a plan or design for the software-based solution Implementation (coding) of the software Testing the software Deployment Maintenance and bug fixing Data point provides effective customized software solutions by using universalaccepted technologies such as .NET, JAVA, TESTING, ERP and others. Our ability to create resultoriented solutions are strengthen and empowered a pool of a highly talented and skilled professionals designers, developers, consultants and others. DATAPOINT is highly equipped web development center giving growing opportunities to expand their knowledge and skills as per the changing requirements and market trends.

y y y y y y y y

With our quality hands-on experience in software development, we have already created a number of solutions in relation to fulfillment of needs pertaining to different industries including travel & tourism, real estate, art & entertainment and such others. We promise and deliver endto-end and cost-effective solutions for companies and give them a fair chance to gain better than they are getting now.

Recruitment:
Recruitment refers to the process of screening, and selecting qualified people for a job at an organization or firm, or for a vacancy in a volunteer-based organization or community group. While generalist managers or administrators can undertake some components of the recruitment process, mid- and large-size organizations and companies often retain professional recruiters or outsource some of the process to recruitment agencies. External recruitment is the process of attracting and selecting employees from outside the organization.

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The recruitment industry has four main types of agencies: employment agencies, recruitment websites and job search engines, "headhunters" for executive and professional recruitment, and in-house recruitment. The stages in recruitment include sourcing candidates by advertising or other methods, and screening and selecting potential candidates using tests or interviews. Also known as a employment agencies, recruitment agencies have historically had a physical location. A candidate visits a local branch for a short interview and an assessment before being taken onto the agency s books. Recruitment consultants then work to match their pool of candidates to their clients' open positions. Suitable candidates are short-listed and put forward for an interview with potential employers on a temporary ("temp") or permanent ("perm") basis. Outsourcing is beneficial for both the corporate organizations that use the outsourcing services as well as the consultancies that provide the service to the corporate. Apart from increasing their revenues, outsourcing provides business opportunities to the service providers, enhancing the skill set of the service providers and exposure to the different corporate experiences thereby increasing their expertise.

The advantages accruing to the corporate are: turning the management's focus to strategic level processes of HRM accessibility to the expertise of the service providers freedom from red tape and adhering to strict rules and regulations optimal resource utilisation Structured and fair performance management. a satisfied and, hence, highly productive employees value creation, operational flexibility and competitive advantage

y y y y y y y

Therefore outsourcing helps both the organisations and the consultancies to grow and perform better.

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Corporate Training:
The term training refers to the acquisition of knowledge, skills, and competencies. People within many professions and occupations may refer to this sort of training as professional development. Training has specific goals of improving one's capability, capacity, and performance. Today's highly competitive marketplace has put great emphasis on important elements like the effective use of resources, increased productivity, faster product development and time to market to beat the competition and succeed. This has increased the need for complex systems and shorter product life cycle. The work force should be trained on these complexities to meet the goal of the organization. This has necessitated the corporate training model where the companies utilize the expertise of experienced trainers for their project specific customized training needs. These training programs are also organized for skill development and retention of the existing workforce. The needs of the growing industry are varied as they depend largely on the customer requirements. Leveraging our experience in corporate training for last 1 year, we have formulated content for some of the frequently conducted programs .We are also open for offering customized programs as per client's need.

These programs range from Induction level programs for the fresh recruits to customized project specific programs to the team leads and project managers. Some of the salient features are Experienced trainers and consultants with an experience ranging from 4 years to 10 years.

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Wide spectrum of technologies and domains to cater to the varied needs of our customers.

y y y

Well defined course content and course material. Well planned practical sessions and assignments for most of the programs. Good infrastructure and learning ambiance for effective and comfortable learning experience.

DATAPOINT INFO SOLUTIONS PVT LTD

2.2 Company Profile:

"Data point is established in 2001 as an IT Consulting and Staffing Company. On the verge of expansion Datapoint gradually moved the operations to Software Development and Web Designing.

Overview

Software Development

Our responsibility encompasses Analyzing, Designing and Developing Software Products meant for automating the manual process.

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Web Designing

The design and development team is able to support with innovative and cutting edge solutions.

IT Staffing

Datapoint constantly works with clients requirements and has huge experience in a range of fields like Microsoft Technologies.

Corporate IT Training

Datapoint, associated with various universities and companies impart onsite trainings at client locations.

DIVISIONS:
Software Development Datapoint s responsibility encompasses Analyzing, Designing and Developing Software Products meant for automating the manual process.

Datapoint is a Information Technology and Software Development industry with a vision of creating a competitive advantage with Software and becoming the most valued partner of our clients, we deliver high quality Business Management Solutions, Custom Software Development, Application Development, Project Management, Software Testing and Quality Assurance. Datapoint provides Offshore Software Development services & solutions.

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Expertise of Datapoint:
   
1.

Research & Development Projects Software & integration engineering Joint ventures Client Problem Solving

Web Designing:

Datapoint s design and development team is able to support clients with innovative and cutting edge solutions which aim to leverage the power of the internet and are tailored to unique business requirements. Datapoint has highly talented and experienced developers and designers, who provide high end creative web solutions to our customers. Datapoint is specialized in development tools like HTML, DHTML, XML, ASP .Net, C#, Flash, etc. and provide services like

  

Web Development Web Designing Graphics & animation

Datapoint has been successful in various web development projects like E-Commerce sites for various industries, Website integration with ERP, Intranets, Multimedia presentations and projects, animated movies, Promotion collaterals and marketing materials for our clients. Datapoint has vast experience of search and selection procedures and has well developed screening methods to find the right fit .

2.

IT Staffing

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Data point constantly works with clients requirements in mind. Precisely Datapoint has huge experience in a range of fields like Microsoft Technologies. Datapoint identifies potential sources, gather resumes of suitable candidates, conduct initial screening and makes arrangements for the clients to interview the short listed candidates. In Contract Services, Datapoint can meet the clients' most specific needs by sourcing and managing the right professionals with the relevant experience and the correct attitudes. Datapoint has been successfully assisting many companies in the IT industry in sourcing the contract professionals.

3. Recruitment Recruitment is also done through advertisement in Newspapers for people with prior experience. The hiring process typically consists of 4 stages. Computer based interview (CBI) Group Discussion (GD) Psychometric test Personal Interview

4. Corporate Training: To become a more skillful communicator or increase the managerial effectiveness or simply wish to upgrade PC skills, Datapoint helps the customers to up gradate skills and knowledge.

Datapoint identifies a variety of skill development areas and provide numerous opportunities for employees to become more productive and effective.

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Datapoint views the training program as a true competitive advantage. Proficiency in these areas translates not only greater opportunities for individual career growth, but benefits the teams.

5. Training Areas:

      

Technical Training Project Management Leadership/Management Change Management Career Development Interpersonal Skills Client Care

Datapoint s competitive advantage:

      

Works for Fortune 500 customers. Have exposure to mature Quality practices and processes. Work on best-of-breed technologies. Takes up challenging and end-to-end projects. Benefit from mentoring by experienced seniors. Keep the skills of the employees upgraded by continuous learning. Work in a competitive, free and healthy environment.

Locations
   India Singapore U.S.A 26

Management Team The management team defines Datapoint s journey with vision and integrity

The People The company has become home to many committed, talented and ambitious young IT Professionals.

Alliances Best-in-class alliances to deliver best of breed solutions to the clients.

Values The spirit of Datapoint is Intensity to Win, Act with Sensitivity and Unyielding Integrity.

Infrastructure Datapoint s secure, robust, and agile infrastructure has been rated best-in the industry.

Innovation The Datapoint way of innovation is really about a deliberate, sustained commitment to innovation.

Awards and Achievements:

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The HR Division Datapoint Offers Career opportunities in various technologies to support its internal development team and also Clients' staffing requirements. Datapoint has about 6 years of expertise in recruitments. To meet the client's talent acquisition challenges for a globally competitive and diverse work force Datapoint offers tailor made staffing solutions in various technologies to all the clients

Datapoint is uniquely positioned - geographically and strategically to help organizations achieve their business goals through effective and cost efficient solutions for their Business needs. Datapoint has a focused approach which is targeted to meet the requirements of end users and is quality-centric. After having worked with varied vertical and Business lines, Datapoint has gained expertise in various Business Domains that have given Datapoint an edge over others. Datapoint believes in satisfaction of the clients through compelling and well-focused websites and web solutions that ultimately result in business generation for the client s too.

Datapoint Fact File Software Consulting And development company Based in Hyderabad, Establish in 2001.

Location India Singapore U.S.A

Management Team Works with Vision and Integrity.

Our People Home to many Commited,talented And ambitions Young IT Professionals.

Alliances

Values

Infrastructure

Innovation

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Best-in-class alliances to deliver best of breed Solutions to clients.

Intensity to Win, Act

The secure, robust, and agile

Deliberate and sustained commitment to innovation.

Sensitivity and infrastructure Unyielding has been rated Integrity best-in the Industry.

Services
Datapoint provides a full range of outsourcing services and solutions to businesses leaders, both large and small. The clients of Datapoint feel confident and secure as Datapoint provides the clients with the best people, the best tools, and the assurance that Datapoint team will be there at every step of the way ... until success is achieved.

IT Consulting & Staffing

Based on the assignment specifications given by the clients, Datapoint identifies potential sources, gather resumes of suitable candidates, conducts initial screening and redirects the process for the clients to interview the short listed candidates. In Contract Services, Datapoint meets the clients' most specific needs by sourcing and managing the right professionals with the relevant experience and the correct attitudes. Datapoint has successfully assisted many corporate in the IT industry in sourcing contract professionals.

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Hiring Process at Datapoint

Recruitment is also done through advertisement in Newspapers for people with prior experience. Datapoint has been actively in the profession of sourcing IT professionals from the year 2000. Datapoint has placed candidates from different skill sets with varying levels of experience. Having established a reputation as a good placement organization, Datapoint constantly approaches adept professionals, in pursuit of better opportunities, which helps Datapoint maintain an updated database of present and potential IT connoisseurs in demand at home and in abroad.

Datapoint endeavors to be a pioneer in Recruiting and manpower consulting, thanks to strategic alliances with leading multinational companies in India and US of America. Datapoints technically competent, experienced, and certified consultants will help the clientele to get the right manpower at the right time. Datapoint takes pride in having top-notch companies who makes the company enable faith in the future through maintaining high quality in screening, hiring and management.

Datapoint has identified a number of areas of thrust in the emerging and ever growing IT industry and virtue of which, the company focuses all energy to get on to the fast track in the shortest possible period. Datapoint pursues requirements from leading Corporate in India and abroad. Datapoint is also entering into a memorandum of understanding with leading companies in India & USA for placements.

Datapoint, unlike other companies knows the Industry requisites and what an organization expects from a candidate and henceforth trains the students accordingly so that they can get in to the market with more confidence.

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Datapoint not only trains extensively on technologies but also on soft skills. Datapoint also motivates the students to implement the projects on their own, which gives them a real time exposure towards the same

Mission Our mission is to identify, recruit and facilitate quality manpower who are technically strong, dynamic and determined, as we are, for the future belongs to those who think and prove global.

Datapoint s Expertise:
The company guarantees reliable and productive candidates, which evinced the fact that over 94% of the clientele have done repeat businesses with it. Simplifying Opportunities : It s more than just a slogan. The entire business is geared towards helping the clients to successfully complete and implement their critical I.T initiatives in a timely and cost efficient manner. Datapoint s job is to provide, Excellent manpower which makes the

organization so that it can be more successful and continue to be the leader in the industry.

Services:
Data point focuses on building and strengthening one-on-one relationship with clients. The company emphasizes personal service. The companys constant endeavor is to help the clients emerge triumphant in pursuit of goals by manning with true power companies providing required manpower to customers across the globe.

Database:
Data point s Core competence lies in its strong Database .The Database is divided accordingly based on various technologies.

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Datapoint feels a Strong sense of pride in having business associates & alliances in India, US, Singapore & Malaysia with 80,000 - strong database of software professionals. The database keeps growing every day.

Datapoint has about 80K Profiles of Various Professional and with various experience levels. About 40%-45% of the profiles are active.

Datapoint do has profiles of IT professionals On various Technologies like- Java/J2EE, Core JAVA, C,C++,VC++,COM, DCOM, Main Frames, EAIs, Testing Tools, Dot Net, Oracle, People Soft, SAP etc. with various experience levels.

THE CLIENTELE:
Datapoint has Clients of various levels, right from Domestic IT majors to Top Level MNCs in the Indian Market Like

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ORGANIZATION STRUCTURE

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MANAGING DIRECTOR

MANAGER (HR & OPERATIONS) ASST MANAGER OPERATIONS ASST MANGER RECRUITMENTS ADMINISTR -ATOR

MANAGER ACCOUNTS

HR -EXECUTIVE

OFFICE ASSISTANT

SECURITY

TECH LEAD

RESOURCE LEAD

SOFTWARE ENGINEERS

TEAM LEAD

PROGRAM COORDINATOR

ASST.TEAM LEAD

JOP TEAM LEADS

IT RECRUITERS

RECRUITERS

SYSTEM ADMINISTRAT -OR ASST SYSTEM ADMINISTRAT -OR

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CHAPTER-3 INTRODUCTION TO RECRUITMENT AND SELECTION

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3.1Recruitment
It 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. It can also be defined as the process of searching for prospective employees and stimulating them to apply for jobs in the organization. Recruitment is only one of the steps in the entire employment process. It is generally followed by selection. It precedes the selection function and it includes only finding, developing the sources of prospective employees and attracting them to apply for the jobs in an organization, whereas the selection is t he process of finding the most suitable candidate to the job out of the Candidates attracted (i.e. recruited).

Objectives of recruitment:
1. To attract people with multidimensional skills and experiences that suits the present and future organizational strategies. 2. To infuse fresh blood with the all levels of the organization. 3. To induct outsiders with a new perspective to lead the company. 4. To develop an organizational culture that attracts competent people to the company. 5. To search for headhunt /head pouch people whose skills fit the company s values

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6. To devise methodologies for assessing psychological traits. 7. To seek out non-conventional development grounds of talent. 8. To design entry pay that competes on quality but not on quantum. 9. To search for talent globally and not just within the company 10. To anticipate and find people for positions that does not exist yet.

3.2Recruitment Policy:

Recruitment policy of an organization is derived from the personnel policies of the same organization. The following factors should be taken into account formulating recruitment policy. They are: 1. Government policies 2. Personnel policies of other competing organization 3. Organization s personnel policies 4. Recruitment sources 5. Recruitment needs 6. Recruitment costs 7. Selection criteria and preference etc.

RECRUITMENT STRATEGIES:
The recruitment strategies formulated by the companies include:

A) IN SOURCING OR OUTSOURCING:
Companies recruit the candidates, employ them, train and develop them and utilize the human resources of these companies. This strategy is called In-sourcing. Some organizations

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employ and develop the candidates with a view to provide the human resources to other companies which concentrate on manufacturing, servicing and such other activities.

B) VAST AND FAST SOURCE:

The fast developing IT industry and high technology oriented industry invariably require vast human resources within the short span of time. The best strategy to get vast human resources immediately is Internet

3.3Sources Of Recruitment:

Sources of Recruitment Traditional Modern

External

Internal

a) Traditional sources of recruitment

The sources of recruitment are broadly divided into internal sources and external sources. Internal sources are sources within organizational pursuits. External sources are sources outside organizational pursuits.

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Internal sources: These sources include

 Present permanent employees  Present Temporary/Casual employees  Retrenched or retired employees  Dependents of deceased, disabled, retired and present employees.

 Present Permanent Employees:

Organizations consider the candidates from this source to higher-level jobs due to availability of most suitable candidates for jobs relatively or equally to the external source, to meet the trade union demands and due to the policy of the organization to motivate the present employees.

2. Present Temporary/Casual Employees:

Organizations find the source to fill the vacancies relatively at the lower level owing to the availability of suitable candidates or trade union pressures or in order to motivate them on the present job.

3. Retrenched or Retired Employees:

Generally, a particular organization retrenches the employees due to lack of work. The organization takes the candidates for employment from the retrenched employees due to obligation, trade union pressure and the like. Sometimes, the organizations prefer to reemployee their retired employees as a taken of their loyalty to the organization or to postpone some interpersonal conflicts for promotion etc.

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4. Dependents

of Deceased, Disabled, Retired and Present Employees:

Some organizations function with a view to develop in the commitment and loyalty of not only employee but also his family members and to build up image and provide employment to the dependent(s) of deceased, disabled, retired employees. Such organizations find this source as an effective source of recruitment

External Sources: External sources include

 Campus Recruitment  Private Employment Agencies/Consultants  Public Employment Agencies  Professional Associations  Data Banks  Casual Applicants  Similar Organizations and  Trade Unions

1. Campus Recruitment:

Different types of organizations like industries, business firms, service organizations, social or religious organizations can get inexperienced candidates of different types from various educational institutions like colleges and universities imparting education in Science, Commerce, Arts, Engineering and Technology, Medicine, Management studies etc.

2. Private Employment Agencies/Consultants:

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Private Employment Agencies or Consultants like ABC consultants in India perform recruitment functions on behalf of a client company by charging fees. Line managers are relieved from recruitment functions so that they can concentrate on their operational activities and recruitment functions are entrusted to a private agency or consultants.

3. Public Employment Exchanges:

The government set up Public Employment Exchanges in the country to provide information about vacancies to the candidates and to help the organizations in finding out suitable candidates.

4. Professional Organizations:
Professional Organizations maintain complete bio-data of their members and provide the same to various organizations on requisition. They also act as an exchange between their members and recruiting firms in exchanging information, clarifying doubts etc. Organizations find this source more useful to recruit the experienced and professional employees like executives, managers, and engineers.

5. Data Banks:
The management can collect the bio-data of the candidates from different sources like employment exchange, educational training institutes, candidates etc. and feed them in the computer.

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6. Casual Applicants:
Depending upon the image of the organization, its prompt response, participation of the organization in the local activities, level of unemployment, candidates apply casually for jobs through mail or handover the applications in the personnel department. This would be a suitable source for temporary and lower level jobs.

7. Similar Organizations:
Generally, experienced candidates are available in the organizations producing similar products or are engaged in similar business. This would be the most effective source for executive positions and for newly established organizations or expanded organizations.

8. Trade Unions:
Generally, unemployed or under employed persons or employees seeking change in employment put a word to the trade union leaders with a view to getting suitable employment due to latter s intimacy with the management. Management decides about the sources depending Upon the type of candidates needed time lapse period etc. It has to select the recruitment technique(s) after deciding upon the source.

b) Modern Sources of Recruitment

These include Walk in and consultant in, head hunting, body shopping, mergers and acquisitions, Tele-recruitment and outsourcing.

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1. Walk-In:
The busy organizations and the rapid changing companies do not find time to perform various functions of recruitment. Therefore, they advise the potential candidates to attend for an interview directly and without a prior application on a specific date, time and at a specified place. The suitable candidates from among the interviews will be selected for appointment after screening the candidates through tests and interviews.

2. Consult-In:
The busy and dynamic companies encourage the potential job seekers to approach them personally and consult them regarding the jobs. The companies select suitable candidates from among such candidates through the selection process.

3. Head-Hunting:
The companies request the professional organizations to search for the best candidates particularly for the senior executive positions. The professional organizations search for the most suitable candidates and advise the company regarding the filling up of the positions. Headhunters are also called search-consultants .

4. Body Shopping:
Professional organizations and the hi-tech training institutes develop the pool of human resources for the possible employment. The prospective employers contact these organizations to recruit the candidates. Otherwise the organizations themselves approach prospective employers to place their human resources. These professional and training institutions are called body shoppers and these activities are known as body shopping. This is mostly used for computer professionals.

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5. Mergers and Acquisitions:

Business alliances like acquisitions, Mergers, and take-over help in getting human resources. In addition companies do also have alliances in sharing their human resources on Ado basis.

6. E-Recruitment:
The technological revolution in telecommunications helped the organizations to use Internet as a source of recruitment. Organizations advertise the job vacancies through the www. The job seekers send their applications through the email using Internet.

7. Outsourcing:
Some organizations recently started developing human resource pool by employing the candidates for themselves. These organizations do not utilize the human resources; instead they supply HRS to various companies based on their needs on temporary or ado basis.

3.4 Recruitment Techniques :

Recruitment Techniques Traditional Modern

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Recruitment techniques are the means or media by which management contacts stimulate them to apply for jobs. Management uses different types of techniques to stimulate internal and external candidates. These techniques are classified as traditional techniques and modern techniques .

Traditional Techniques include:

 Promotions:
Most of the internal candidates would be stimulated to take up higher responsibilities and express their willingness to be engaged in the higher-level jobs if the management gives them the assurance that they will be promoted to the next higher level.

2. Transfers:
Employees will be stimulated to work in the new sections or places if the management wishes to transfer them to places of their choice.

3. Advertising:
It is widely accepted technique of recruitment, though it mostly provides one-way communication. It provides the candidates in different sources, the information about the job and company and stimulates them to apply for the jobs. It includes advertising through different media like newspapers, magazines of all kinds, radio, TV etc.

This technique should aim at:

a. Attracting attention of the prospective candidates.

b.Creating and maintaining interest and

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C.Stimulating action by the candidates.

Modern Techniques:
 Scouting:
It means sending the representation of the organizations to various sources of recruitment with a view to persuading or stimulating the candidates to apply for jobs. The representatives provide information about the company and exchange information and they clarify the doubts of the candidates.

2. Salary and Perks:

Companies stimulate the prospective candidates by offering higher-level salary, more perks, quick promotions etc.

3. ESOPs:
Companies recently started stimulating the employees by offering stock ownership to the employees through their Employees Stockownership Programs (ESOPs).

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3.5 Selection:

The selection procedure is the system of functions and devices adopted in a given company to ascertain whether the candidate s specifications are matched with the job specifications and requirements or not.

Selection is the process of finding out the most suitable candidate to the job out of the candidates recruited. The selection procedure cannot be effective until and unless requirements of the job to be filled have been clearly specified (Job Analysis etc.)

 Employee Specifications (physical, mental, social behavioral etc.) have been clearly specified.  Candidates for screening have been attracted.

SIGNIFICANCE OF SELECTION PROCEDURE

The ability of an organization is to attain its goals effectively and to develop in a dynamic environment largely depends upon the effectiveness of its selection programmer. If right personnel are selected, the remaining functions of Personnel Management become easier, the employee contribution and commitment will be at an optimum level and employee-employer relations will be congenial.

3.6 Selection Process:

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A) Job Analysis:
It is the basis for selecting the right candidate. Every organization should finalize the job analysis, job description, job specification and employee specifications before proceeding to the next step of selection.

B) Human Resource Plan:

Every company plans for the required number of and kind of employees for a future date. This is the basis for recruitment function.

C) Recruitment:
It refers to the process of searching for prospective employees and stimulating them to apply for jobs in an organization.

D) Development Bases for Selection:

The company has to select the appropriate candidates from the applicant s pool. The company develops or borrows the appropriate bases for screening the candidates in order to select the appropriate candidates for the jobs.

E) Resume/Bio-data/CV:
This is also known as application form. The technique of application form or CV is traditional and widely accepted for securing information from the prospective candidates. It can

49

also be used as a device to screen the candidates at the preliminary level. Information is generally required on the following items in the application forms: 1. Personal background information 2. Educational attainments 3. Work experiences 4. Salary 5. Personal details 6. References

F) Written Examination:
The organizations have to conduct written examination for the qualified candidates after they are screened on the basis of the application blanks so as to measure the candidate s ability in arithmetical calculations, to know the candidates attitude towards the job, to measure the candidates aptitude, reasoning, communication, knowledge in various disciplines.

G) Preliminary Interviews:
The preliminary interview is to solicit necessary information from the prospective applicants and to assess the applicant s suitability to the job. It is useful as a process of eliminating the undesirable and unsuitable candidates. They are short and known as stand-up interviews or screening interviews.

H) Test:
Psychological tests play a vital role in employee selection. A Psychological test is essentially an objective and standardized measure of sample behavior from which inferences about future behavior and performance of the candidate can be drawn

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I) Interview:
Testing usually follows final interview. This is the most essential step in the process of Selection. In this step, the interviewer matches the information obtained about the candidate through various means to the job requirements and to the information obtains through his own observation during the interview. There are different types of interviews namely: 1. Panel Interview 2. Stress Interview 3. Group Interview 4. Informal Interview 5. Formal Interview

J) Medical Examination: Certain jobs require certain physical qualities like clear vision, perfect hearing, unusual stamina, tolerance of hard working conditions, clear tone etc. It reveals whether or not a candidate possesses these qualities.

K) Reference Checks:
After completion of the final interview and medical examination, the personnel department engages in checking references. Candidates are required to give the names of references in their application forms

L) Final decision by the Line manager:

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He has to make the final decision whether to select or reject a candidate after soliciting the required information through different techniques. The line manager has to make much care in taking the final decision not only because of economic Implications and of the decisions but also because of behavioral and social implications.

M) Job Offer:
The organization offers the job to the successful candidates either immediately or after sometime depending upon its time schedule.

N) Employment:
The company may modify the terms and conditions of employment as requested by the candidate. The company employs those candidates who accept the job offer with or without modification of terms and conditions of employment and place them on the job.

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53

CHAPTER-4 REVIEW OF LITERATURE

54

Title: Recruitment and Selection Author(s): Gerard V. McMahon

GERARD V. MCMAHON teaches Human Resource Management at the Faculty of

Business, Dublin Institute of Technology. He is also lead presenter on the Chartered

Institute of Personnel and Development's Selection Interviewing training programme.

The success of an organization greatly depends on the efficiency of its employees, and

the selection task is arguably the most important of all the decision-making processes

that employer and their line manager have to undertake. This book is a practical guide to

the best practice for human resource and personnel managers and their line colleagues

for recruitment and selection of employees. While human resources are the most

valuable of assets, for any organization, incompetent and the unsatisfactory staff are a

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great liability and difficult to get rid off due to many constraints including governmental

regulations. In this book the author offers solid advice in the matter of recruitment and

Selection practices.

Title: Recruitment and Selection Author(s): Carter McNamara

According to Carter McNamara, Human Resources Management (HRM) function includes a variety of activities, and key among them is deciding what staffing needs you have and whether to use independent contractors or hire employees to fill these needs, recruiting and training the best employees, ensuring they are high performers, dealing with performance issues, and ensuring your personnel and management practices conform to various regulations. Activities also include managing your approach to employee benefits and compensation, employee records and personnel policies. Usually small businesses for-profit or nonprofit have to carry out these activities themselves because they can't yet afford part or full-time help. However, they should always ensure that employees have and are aware of personnel policies which conform to current regulations. These policies are often in the form of employee manuals, which all employees have.

Recruitment of staff should be preceded by an analysis of the job to be done, written into a job description so that the selectors know what physical and mental characteristics

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applicants must possess, what qualities and attitudes are desirable and what characteristics are decided as disadvantages.

The main sources of recruitment are internal promotion and internal introductions, careers officers, university appointment boards, agencies for the unemployed and advertising

Interviewing can be carried out by individuals like supervisor or departmental manager by panels of interviewers or in the form of sequential interviews by different experts and can vary from a five minute chat to a process of several days. Ultimately personal skills in judgment are probably the most important.

Based on the guidelines above, the researcher concludes that Human Resources Management (HRM) is suitable for every company to have an improvement of their recruitment process. A deep analysis of the job description and the qualities of the potential employee is being done using HRM. By doing this process, companies will have a better choice of the best workforce that can contribute to the company s growth. Using HRM in the recruitment process is also cost effective. It can minimize errors in employing incompetent individuals, thus, saving money for the company.

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58

CHAPTER-5 RECRUITMENT AND SELECTION PROCESS AT DATAPOINT INFO SYSTEMS

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5.1 Data Point Recruitment Process:

Data Point follows a recruitment process that is the same for all its verticals. The process is as follows:

A) Order acceptance:
This is the first stage of the selection process where in the Senior Associates meet the potential clients who have active requirements in the market. This is a business deal between the Company and the consulting firm. It depends on the Terms and Conditions. Here the Senior Associate interacts on various sources to track the profiles and the process is initiated through mails.

B) Understanding of Requirements:

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At this stage the Sr.Associates meet the concerned HR s of the client company to understand their requirements. At this point of time the respective recruiters to obtain more clarity on the requirement could accompany the business developers.

C) Preparation of the requirement sheet:

For internal use a requirement sheet is prepared, which contains the following Information regarding a requirement:

    

Designation Experience Level Skill set Qualification Salary This sheet is posted in to the recruitment Tracker and the Senior Associate will assign the

Task of sourcing the profiles to the concerned recruiters and they are explained about the positions clearly and given specific deadlines. The general process followed by Datapoint is getting the client company profile then a requirement analysis and then a list of the target companies.

D) Commitment of deadlines:
In other words commitment of deadlines is nothing but TAT (Turn around Time). After analyzing the requirement the concerned person commits on TAT to the client to close the positions. Adhering to the committed TAT is very vital to the reputation of the organization. The break up of the TAT is as follows:    CV outflow- 9 hours CV short listing (from client end) 24 hours Organizing interviews (by consultancy) 36 hours

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Short listing or closure of positions 48 hours

E) Team setting:
This depends on the number of positions, criticality of the requirement and the TAT, and the priority of the requirement.

1. Collection of Resumes:
Datapoint has mainly 3 ways of sourcing resumes:

2. Internal Database:
A common database is placed in Hyderabad. All branches across are linked to this database.

3. Referrals:
Collecting references from the Candidates who have been interviewed
4. Employee referrals

or by Word of mouth:

This is the best way of generating the quality resumes pertaining to the requirement. For instance some of the portals that are used are naukri , jobs ahead , times jobs , monster etc. This acts as an interface between the candidate and the client.

5. Head Hunting:
Searching for the best candidates particularly for the senior executive positions. They search for the most suitable candidates and advice the company regarding the filling up of the positions. Headhunters are also called search consultants.

6. Short-listing Resumes:
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After collecting resumes short listing happens on the following parameters:

1) Communication skills 2) Presentation skills 3) Qualification 4) Experience 5) Salary 6) Technical skills Here the actual compilation of data takes place from the recruiter in the areas of sources, and also comparing the hit ratio of the profiles from various sources takes place.

7. Arranging the interview with client:

Interviews are organized for the candidates who have been short listed by the concerned senior recruiter wherein the client will again check on overall fitment of a candidate.

8. Follow up for Offer letter for Short listed candidate

Client and short listed candidate are followed up for issue of offer letter and get the date of Joining.

9. Closing the requirement:

This is the last stage of the recruitment process. At this stage a proper follow up is done on the candidate to ensure that he/she joins the company within the stipulated time

5.2Recruitment Cycle:

RECRUITMENT CYCLE TIME:

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To bring in more effectiveness, HR would follow a specific project deadline of 38 days (from the day it had received the approved manpower requisition) to hire a new employee.

PHASE 1

ACTIVITIES

TIME FRAME

Role identification, Job description, CV sourcing & initial 15 days HR short listing o Organizing the written tests Organizing the first technical interviews Organizing the final interview Sessions to take the final decisions 5 5 4 3

Preparing the salary proposal, negotiate with the 6days selected candidate & offer closure 2

The process schedule break is mentioned below

Examples of open questions for candidates:

 Please tell us the problems you have handled as a programmer/supervisor?  Please tell us how do you work well within a team?  Please give us an example of how you have dealt with conflict within your team?

Examples of Closed ended questions for candidates:

 Have you handled problems as a programmer/supervisor?  Do you work well within a team?  Are you able to deal with conflicts?

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STRATEGY DEVELOPMENT:

Once it is known the number and type of recruits are required consideration is given to sources of recruitment to be considered. This step would enable analyzing cost benefit of each source of recruitment. a) Job Portals b) Internal candidates c) Advertisement on company website d) Campus placements e) Walk-inn Companies where the required hires may be employed keeping the information about the companies where in the desired applicant would be employed helps sourcing the candidate on a job portal.

Time constraint: Time frame is laid down for each step in recruitment. It also helps
and evaluation of the process. This gives staffing members involved a clear idea of any requirement or hurdles in the process

5.3Sourcing Resumes For Requirement:

1. JOB PORTALS: The most preferred job portal at Datapoint is timesjob.com . Following are the services provide by it:

SEARCH RESUMES

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 ADVANCED SEARCH: Go through the entire CV and search for the specific details like current employer, designation, key skills, experience etc. The search should be comprehensive and powerful. It should be focused depending on the requirement of the recruiter.

 FULL RESUME SEARCH: Search the entire CV. The search should be broad nothing important about the applicant should be missed.

 ROLE SEARCH: Head hunting using the role and designations of the applicants to get the targeted results.

 BASIC SEARCH: It is useful for the initial search .Yields targeted results for instance sales manager.

REVIEW/MANAGE/MODIFY JOB POSTINGS: Key words that describe job, fields to be searched, and dates can search postings.

2. REPOST INACTIVE JOBS: Keywords that describe the job, fields to be searched, and dates, job types can search postings

3. EMPLOYEE REFERALS: This position is made to existing employees for referring friends and family through my pal. The documents containing the details of manpower requisitioning form are pasted on the various notice boards through out the premises of Datapoint and also mailed to all the

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employees of the company. They also mention the name, email addresses and contact number of the staffing partner concerned. The responses is captured in a excel sheet containing the details of the employees referred. Name of the candidate who is being referred, his or her experience, qualification, skills, and location. The employees who refer suitable candidates are award the referral amount is given only after the candidate is selected and completes three months of service.

4. COMPANY WEBSITE:

The open positions are also publicized at the company website. This is done through the help of corporate communication department. The details regarding the positions, contact number of the staffing partner concerned and responses are received. The received responses are sorted out in the same manner as employee referral. The details of the candidates are maintained in an excel sheet and used as source of database. This is revised regularly. The company website is an economical source of recruitment, as it is simple to understand and potential employees keep a regular check on it.

 DATABASE:

The database is maintained in an excel sheet format and consists of resumes sent to the business manager with details of candidates profiles, comments of the manager, interview dates etc. If the requirement is such that a candidate is found not suitable for a position in business unit, is found suitable for another unit, the candidate is then reconsidered for a

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opening. By applying various filters of qualifications, experience, position employer the data is made accessible in recruitment database.. An updated database is one of the important efforts to be made to streamline the hiring process.

6. PRE SCREEN THE RESUMES: The resumes received from various should be pre-screened before sending to the business manager. The purpose of pre-screen is to remove the candidates who are visibly unqualified for the job. It is done in the following way.

7. TELEPHONIC PRE SCEEN: The candidate is contacted over the phone and the following details are taken: a) Ever interviewed before b) Graduation, year of pass out c) Total years of experience d) Current employer and designation e) Job responsibility f) Total cost to company

g) Reason for leaving the present job h) Time required to join i) Relocation

8. SELECTION INTERVIEWS: Selection is the process of picking the individuals with requisite qualification and competence to fill the jobs in the organization .It is a very crucial process in any organization for at least two reasons:

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Firstly work performance depends on the individuals. The best way to improve performance is to give people who have the competence and willingness to work. Secondly the cost incurred in recruiting and hiring personnel speaks about the role of selection.

Definition: It is the process of differentiating between the applicants in order to identify and hire those with a greater likelihood of success in the job Selection is a long process commencing from preliminary interview of the applicants and ending with the contract of employment .Selection is influenced by several factors, the attitude of selector or panel of interview, overall viability of candidate.

5.4Selection Tests:
a) Technical round of interview b) HR round of interview b) Selection decision c) Reference check d) Medical Test e) Job offer f) Pool of rejected for database and networking

SELECTION TESTS: The tests that are conducted are purely technical and aim at knowing the technical knowledge of the candidate. The test is conducted only for those candidates with less than three years of experience. Following tests are conducted: o Technical paper-30 min

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o Aptitude test -30 min o English paer-10 min Staffing team changes the paper every three months changes the test paper. The cut off mark is hence different for different papers.

a) TECHNICAL ROUND OF INTERVIEW: It is necessary that a panel of interview of at least three people take the interview so that subjectivity is the most favoured selection technique at Datapoint is interview. Interview is an in depth formal conversation conducted to evaluate the applicant s acceptability. It is considered to be an excellent selection device. Its popularity is because of its flexibility; it can be adapted easily to managerial skilled, unskilled and profession employees. It allows a two way exchange of information, the technical team learns about the applicant also learns about Datapoint. The selection interview consists of an extensive technical discussion; where in the technical team asks various technical questions to the applicant. The applicant is also asked to make the presentations, draw technical diagrams not included. Initially the colleagues of vacant profiles take the interview and then only there is final interview by project manager or senior manager.

b) HR ROUND OF INTERVIEW: The HR round of interview is not just a formality. Apart from salary discussions and negotiations, various non technical abilities such as ability to work under stress, decision making skills and time management are assessed in the HR round of interviews.

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The HR round is to ensure the candidate is not a mismatch in terms of work culture, aspirations etc. After discussing about the candidates with the technical team HR gives its final decision.

c) REFERENCE CHECK: Company requests the names and addresses and occupations for the purpose of the verifying and perhaps gaining background information on an applicant. Although it is on the application form references are not usually checked until an applicant has successfully reached the fourth stage of the sequential process. Previous employers, colleagues can act as good references. Previous co workers are preferable because they are already aware of the applicant s performance.

d) SELECTION DECISION: After obtaining the information through preceding steps, selection decision the most crucial part of all steps must be made .The views of all line managers will be generally considered in the final selection because it is he who will be responsible for the performance of new employees. The HR teams play a crucial role in the selection process.

e) JOB OFFER: The final step in the selection process is the job offer. The offer is made through an offer letter. The offer letter is final confirmation from DataPoint as to the person has cleared all selection criteria except the medical testing. Following are the contents of the offer letter: y y y y y Designation Date of joining Location Business unit Salary break up

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y y

Explanation on various components Timing of office

Documents to be brought while joining the medical test to be conducted.

f) MEDICAL TEST: After selection decision and before the job offer made the candidate has to undergo a physical examination. A job offer is contingent upon the candidate being declared fit for after the medical examination. Following are the objectives of physical fitness test: To determine if the individual carries any infectious disease. The test assists in determining whether the applicant is physically fit to perform the work. Medical check up protects with health defects from undertaking work that could be detrimental to health or otherwise endanger the employer s property. Finally medical examination will protect employer from worker s compensation claims that are not valid because the injuries and illness were present when the employee was hired. Interviews determine if a potential candidate will be a finalist and if he shall suit the job. A lot of things get clear during an interview. A face to face talk with the candidate ensures that the recruiter evaluates the candidate on terms of attitude, confidence and communication. The gaps that seem in the resume are also questioned .The candidate may have an explanation for it. On the other hand if he is lying, then he can be cross-questioned about it.

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g) Some of the objectives of the interviews are:

y To get an opportunity to judge an applicant s qualification s and characteristics as a basic for sound selection and placement. y To give an applicant essential facts about the job and the company you are recruiting for. y y To establish a rapport. To promote a good will about the company whether interview culminates in employment or not.

TYPES OF INTERVIEW:
 Non structured interview  Patterned or structured interview  Depth or action interview  Stress interview  Panel or Board interview  Telephonic interview The above mentioned interviews are all conducted at various levels of the organizational recruitment. The nature of the job determines which of these interviews would suit best. All the interviews are not conducted for all the job profiles. We shall now discuss the telephonic interview which is very instrumental in selecting a potential candidate

THE TELEPHONIC INTERVIEW:

It is said that listening intently gives a good idea of what a person does not say. The sound, intonations, the varying pressures that a prospective candidate uses while

73

he/she speaks tells a lot about his /her attitude. This in turn helps the recruiter to judge that if a candidate would be suitable for the job or not. Listening to the words used and their tone used gives immense messages about the candidate. As a recruiter one has to be completely prepared before taking a telephonic interview.

The following steps can be kept in mind while taking a telephonic interview:  You must take the CV next to you and make a note while taking the interview.

 TO use a call script. This helps in being a professional and saves time to in approaching the candidate.

.  Do not display any negative emotion during the interview. Never to over or under commit anyone.

CALL SCRIPT:
The call script is a pre formatted method of calling up a candidate while approaching them for the job. It is professional and saves a lot of time. There are basically 6 steps involved in the call script. START:  STEP1:USE A PROFESSIONAL GREETING  STEP2:Reach the prospect  STEP3:Introduce yourself  STEP4:Provide reference if appropriate  STEP5:State the purpose of the call

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 STEP6:Seek the permission to continue

END  STEP1:Confirm agreement  STEP2:Check for acceptance  STEP3:Thank the candidate on a positive note

QUESTIONING:
It is very important to ask permission to ask questions; otherwise it will feel like interrogation to the candidates. To start off with, it is advisable to ask easy questions first (the best things about their current situation), then ask about their problems and them to expand their answers.

DEVISE INTERVIEW QUESTIONS:

1. Prepare in advance of an interview if you are to make a successful hire,

 Critical in the preparation process is the development of interview questions that elicit tangible facts about the applicants.

Basically, two rules are kept in mind when framing the questions that will indicate whether or not an applicant meets the requirement you established for the positions:

RULE 1:

Ask questions that concentrate on the applicant past performance to permit

reliable assumptions about the future success.

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RULE2:

Ask questions that relate to at least one of the listed requirements to

maximize the information you will gain in the allotted time.

GENERAL QUESTIONS:
y y y y y Tell me about yourself? What do you know about the company? What are your goals? What are your strengths and weaknesses? What has been your most significant contribution in your college/previous organization? y y Why should we hire you? How would your friends describe you?

SPECIFIC QUESTIONS:
y y y How would you resolve a conflict in your project team? What was the most difficult decision you had to make? Can you work under pressures and deadlines, etc..?

TRICK QUESTIONS:
y y y y y You may be over qualified for this position? What would you look for if you had to hire people? If you had to change your educational stream again, what would you do differently? What career options do you have at the moment? According to your definition of success, how successful you are so far?

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NOTE:

It is advisable not to ask all these questions at a time, for it will turn into a

stress interview instead.

BODY LANGUAGE:
Gestures and body movement are unconscious forms of communication. They are sign language that let you out so many secrets of the candidate regarding his attitude and his thought process. They are reflex actions that we are not aware of. As recruiter it is essential to keep watch for all these sign languages

GRAMMER, VOICE AND ACCENT CALIBERATION:

In times of globalization, what is more necessary is that one speaks in a globally comprehensive language, rather than in the popular accent of America, British or Australian. One of the major criteria in the BPO-ITES industry is the communication of the candidate which should be free from mother tongue influence. That means the candidate should have neutral accent. If he has a neutral accent then he is potential investment for that company.

INDIVIDUAL INTERVIEW:
The individual interview that takes place between a recruiter and the candidate in the first session of their meetings gives vital information about the candidate s soft skills. The way he carries on a conversation and the direction in which he/she drives it, is the first hand information about the candidate s accent. Most of the times get to know if the candidate fits in the job or not .But there are times when the recruiter may not be very sure about his assessments. It is then he puts the candidates into further assessments.

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ASSESSMENT TESTS:
Some method s to test the candidate s suitability for the job process:  Passage test  Voice test  Paraphrase test

i) RATING SHEET:
The rating sheet is attached to the candidate information sheet. This rating sheet has about ten parameters. The candidate is rated based on these parameters. A rating of 1-7 is given, 7 being the highest and 1 being the lowest. The rating sheet gives qualitative information about a candidate as he /she scored on the different parameters a candidate is assessed on.

j)CANDIDATE INFORMATION SHEET FOR DATABASE:

The candidate information sheet is given to the candidate the moment he enters Datapoint. He has to fill up the necessary information regarding his work experience, his qualification, valid email id, and phone number. The candidate is asked to write an essay .This helps to analyze the thought flow of the candidate.

All these information is stored as a database for the company. So when any recruiter leaves the organization or anybody needs reference check on any candidate after sometime has passed, this is a good method.

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CHAPTER-6

ANALYSIS AND INTERPRETATION

6.1 Analysis and Interpretation:

1. According to your [Data point] perception which of the following source is the best source for
recruitment?

A) Job portals B) Referrals C) Head hunting

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D) Existing database

50 40

4 6 .6 7 2 6 .6 7

30 20 10

1 3 .3 3

1 3 .3 3

0
Job o rt l f rr l ti x i ti t base

Observation:
From the above, it is observed that46.67 % for Head Hunting, 26.67 % for Referrals 13.33 % of the Data point opted for Job Portals, and 13.33 % opted for using the Existing Database.

Interpretation:
It can be inferred that the majority of Data point found Head Hunting to be the best source of recruitment

 To what extent the sources of the resources Data point has can satisfy the manpower needs of their clients?

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A) Maximum- 83.33% B) Average- 16.67% C) Minimum-0%

10 0 80 60
40 20

8333

16.67 0

0
M a im u m A v e ra g e M in im u m

Observation:
From the above, it is observed that with the current resources 83.33% Data point felt that it could meet the existing manpower needs of the clients whereas 16.67% feel that it can satisfy their clients on an average basis.

Interpretation:
It can be inferred that Data point view that they satisfy the manpower needs of the clients.

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3. What are the five major attributes that are considered at Data Point when a candidate is short-listed?

Communication 5% 5% 40% 30% Technical Skills 20% Attitude

Experience

CTC

Interpretation:
From the respondents it is inferred that they [Data point] look at the overall fitment of the candidate like  Communication skills

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2. Experience 3. CTC 4. Attitude 5. Technical skills

4. What are the various screening methods of Data point? A) C.Vs B) Application Forms C) Telephone D) Letter

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C.V's App-Form Telephone Letters

Observations:
This picture depicts that various screening methods are available and among which curriculum vitae s are the best with 34% and Application forms with 26% and Telephonic method is the next method with 22% and letters 18% are the next things in recruitment process.

5. To what extent does Data point choose right candidate for the right job?

A) Strongly Agree

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B) Agree C) Cant say D) Dis-Agree?

90 80 70 60 50 40 30 20 10 0 str-agree agree can'tsay dis-agree

Observation:

Selecting the right candidate for the right job is the main source for the process and is strongly with 80%, Agree, with 12%, Can t say, with 6%, Agree, with 2% are the two contributions in the process.

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6. To what extent does Data point correlate employee specification with job specification?
A) Strongly Agree B) Agree C) Can t say D) Dis- Agree

percentage of candidates
70 60 50 40 30 20 10 0 Str-Agree Agree Can't Say Dis-Agree percentage of candidates

Observation:

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Employee specification is perfectly match with the job specification is Strongly Agree with 62%,Agree with 28%,Can t Say with 6% and Dis-Agree with 4% are the two main contributions in the process.

7. How would you rate the Service Rate in providing Quality CV s? A) Good B) Average C) Quality CV s Poor D) Excellent.

Service Rate in Providing Quality CV s

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Observations:

From the above graph we depict that service rate for quality service from our clients Excellent with 32% and Good with 45% are the main attributes in the process.

S.No. 1

Options Strategic Orientation

% 20

8. What business related competencies are needed for recruitment?

A) Strategic Orientation B) Knowledge of Business C) Market Intelligence D) Talent Mindset

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2
120 100 80 60 40 20 0 o

Knowledge Of business

32

Market intelligence

20

Talent mind set Total

28

100

9. The clients are being attracted by the_________ A) On time service B) Brand C).Quality service D) Right candidate at right place

S.no 1 2 3

Options On time service Brand Quality service

% 10 48 32

91

Right candidate at right place

10

Total

100

Clients are being attractedby

Right candidate at right place, 40%

ontime service, 10% 2,Brand20%

1 2 3 4

Quality Service, 30%

OBSERVATION:
From the above graph it is denoted that clients are attracted by on time service at 10%, brand 48%, quality service at 32%, and right candidate at right lace at10%.

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10. Which source of recruitment is followed in your corporation?

A) Internal B) External C) Both

Options Internal External Both

No. of respondents 10 2 18

% of respondents 33.33 6.67 60

Internal External Both

Interpretation:

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33.33% of the employees say that only external source of the recruitment is followed.

67% of the employees say that only Internal source of the recruitment is followed.

60% of the employees say source of the recruitment is followed.

11. How much experience you have in the organization?

A) 0-5 B) 6-10 C) 11-15 D) 16-20 E) 21 and above

Options 0-5 years 6-10 years 11-15 years 16-20 years 21 and above

No. of respondents 15 5 5 4 2

% of respondents 46.66 16.67 16.67 13.33 6.67

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0-5 years 6-10 years 11-15 years 16-20 years 21 and above

Interpretation:

46.66% employees are having below 5 years of experience 16.67% employees are having 6-10 years of experience 16.67% employees are having 11-15 years of experience 13.33% employees are having 16-20 years of experience 6.67% employees are having 6-10 years of experience

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12. Does the corporation follow the reservation policies laid down by the government?

A) YES B) NO

Options Yes No

No. of respondents 30 0

% of respondents 100% 0

Yes No

Interpretation:

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100% of respondents said that the company following the reservation policies laid down by the government.

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13. How often does the corporation recruit an employee?

A) Quarterly B) Half yearly C) Whenever required

Options Quarterly Half yearly Whenever required

No. of respondents 0 0 30

% of respondents 0 0 100

Quarterly Half yearly W enever required

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Interpretation:

All the employees say that Data Point recruit employees only whenever required.

14. Do you give a clear picture of the organization to each candidate?

A) Never B) Occasionally C) Always

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Options Never Occasionally Always

No. of respondents 0 0 30

% of respondents 0 0 100

Never Occasionally Always

Interpretation:

All the 100% of the respondents give each candidate a clear and positive picture of the organization.

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15. Do you get any incentives for referring candidates for a vacancy?

A) Yes B) No

Options Yes No

No. of respondents 30 0

% of respondents 100 0

Yes No

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Interpretation:

All the employees agree to the point that sources of recruitment are identified on the type of skills needed & the level of job.

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16. Do you have an employee referral programme?

A) Yes B) No

Options Yes No

No. of respondents 30 0

% of respondents 100 0

Yes No

Interpretation:

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The employees say that there is an employee referral programme at Data Point.

17. Do you think recruitment policy follow is meeting the overall objectives of the company?

A) Yes B) No C) To some extent D) To large extent

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Options Yes No Some extent To large extent

No. of respondents 21 0 9 0

% of respondents 70 0 30 0

Yes No Some extent To large extent

Interpretation:

70% of the respondents say that the policy followed for recruiting employees meets the overall objective of the company.

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30% is saying that only some extent the recruitment policy meeting the objective of the company.

18. What is your level of satisfaction regarding the present recruitment policy?

A) Highly satisfied B) Satisfied C) Average

Options Highly satisfied Satisfied Average

No. of respondents 2 20 8

% of respondents 6.67 66.67 26.66

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Hig ly Satisfied Satisfied Average

Interpretation:

Only 6.67% of the employees are highly satisfied with the present recruitment policy 66.67% of the employees are satisfied with the present recruitment policy 26.66% of the employees feel that changes are required.

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19. Which method of selection is followed in your corporation?

A) Written Test B) Group Discussions C) Interviews D) All the above

Options Written Test Group discussion Interviews All the above

No. of respondents 0 0 30 0

% of respondents 0 0 100 0

Written test Group Dis ussion Interveiws

ll the above

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Interpretation:

100% of the employees say that only interviewing method is followed is selection process.

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20. Are you aware of the recruitment and selection procedure of your corporation?

A) Yes B) No

Options Yes No

No. of respondents 30 0

% of respondents 100% 0

Yes No

Interpretation:

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All the respondents in the organization are aware of the recruitment and selection process at Data Point.

Analysis:
The data collected from the HR manager had been analyzed and used understanding the recruitment process and the data collected from the recruiting team is used for analyzing the effectiveness of recruitments from various sources.

6.2 Brief Summary:

After all the tests the candidate has gone through, the candidate is sent to the client company for the last HR round or any other rounds of interview that he has to attend. But the recruitment mainly constitutes of the above mentioned methods. The process of recruitment ends with hiring the candidate on a temporary or permanent basis. After he has been given the offer letter and told the joining date, the candidate has to sign on contract papers with the

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temping company. If the candidate is hired by the client company on a temporary basis, then the candidate is on the payrolls of Team. The contract that he/she will sign will speak about his rights and the details about the job and this salary and benefits. The temping company, in this case will take care of most of the employee related problems of the candidate. As per the contract, a part of the candidate s salary will go as billing for the temping company. This is the revenue for such companies. It is crystal clear that sourcing the right person for the right job is the core or the building block of recruitment function. Most part of the work is done if a recruiter finds the right candidate who s CV matches the job profile of the client company but more importantly, it is a challenge for the recruiter to present the job in such a manner that will motivate the candidate to come down and attend the interview. A recruiter has to work under so many constraints like the candidates not turning up for interview or the dearth of skilled candidates. This is when the competencies of a recruiter are measured.

6.3 Findings:

The best sources of recruitment that Data point uses are Head Hunting and Referrals .

Data point can satisfy their manpower needs of their clients at a maximum level.

y y

The existing database is fairly sufficient to meet the current requirements. The major attributes that are considered before short-listing a candidate are communication skills, experience, attitude and technical skill set.

The clients are satisfied with the placement of right candidate for the right job at a maximum level.

y
y y y

The employee specification exactly matches with the job requirement.

The service rate in providing quality c.v s is excellent. The time taken to close any position is generally three weeks. The total mindset is necessary for the entire business related competency.

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6.4 Suggestions:
y There are many innovative ways of generating the resources like E-paper, road shows, campus recruitment, job mela s etc. y The better services that could be provided to the clients are end-to-end recruitment, co ordination, HR Outsourcing, Employee leasing. y Focus could be put on imparting training to the facilitators on aspects of screening, interview process, operational fitment and organizational fitment.

The new strategies that could be adopted are paper Ads, campus Recruitment etc.

The time taken to close any position must reduce at least to a time gap of fifteen days.

Various methods like sms messaging and instant messaging can be used for the promotion of positions to stimulate the candidates to apply for jobs.

6.5 Learning s From the Project:

Learnt about recruitment process.

 Personal file management.

 Induction program.

 Convincing skills.

 Learnt how to interact with different types of candidates.

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 Also learnt how to manage the responses.

6.6 Conclusion:
The recruitment and selection process at Data point is systematic and planned. Proper care of the clients and candidates is being taken at Data point Info Systems. Data point recruitment team has a very committed and dedicated HR team, which is the main reason of its success. The methods used by Data point for the collection of the database are systematic and appropriate.

The project on Recruitment and Selection has helped me grow professionally.

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ANNEXURE

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ANNEXURES

Questionnaire on Data point recruitment and selection procedure satisfaction levels Name of the client: Nature of the client business Experience with Data point (in R&S):0-3/ 3-6/6-8 Total no. of vacancies filled by Data Point(R&S):0-30/30-60/60-80

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1. According to your [Data point] perception which of the following source is the best source for
recruitment?

A) Job portals B) Referrals C) Head hunting D) Existing database

2. To what extent the sources of the resources Data point has can satisfy the manpower needs of their clients? A) Maximum- 83.33% B) Average- 16.67% C) Minimum-0%

 What are the five major attributes that are considered at Data Point when a candidate is short-listed?

4. What are the various screening methods of Data point? A) C.Vs B) Application Forms C) Telephone D) Letter

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5. To what extent does Data point choose right candidate for the right job?

A) Strongly Agree B) Agree C) Cant say D) Dis-Agree

6. To what extent does Data point correlate employee specification with job specification? A) Strongly Agree B) Agree C) Can t say D) Dis- Agree 7. How would you rate the Service Rate in providing Quality CV s? A) Good B) Average C) Quality CV s Poor D) Excellent. 8. What business related competencies are needed for recruitment?

A) Strategic Orientation B) Knowledge of Business C) Market Intelligence D) Talent Mindset

9. The clients are being attracted by the_________ A) On time service

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B) Brand C).Quality service D) Right candidate at right place

10. Which source of recruitment is followed in your corporation? A) Internal B) External C) Both

11. How much experience you have in the organization? A) 0-5 B) 6-10 C) 11-15 D) 16-20 E) 21 and above

12. Does the corporation follow the reservation policies laid down by the government? A) Yes B) No

13. How often does the corporation recruit an employee? A) Quarterly B) Half yearly C) Whenever required

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14. Do you give a clear picture of the organization to each candidate? A) Never B) Occasionally C) Always

15. Do you get any incentives for referring candidates for a vacancy? A) Yes B) No

16. Do you have an employee referral programme? A) Yes B) No

17. Do you think recruitment policy follow is meeting the overall objectives of the company? A) Yes B) No C) To some extent D) To large extent

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18. What is your level of satisfaction regarding the present recruitment policy? A) Highly satisfied B) Satisfied C) Average

19. Which method of selection is followed in your corporation? A) Written Test B) Group Discussions C) Interviews D) All the above

20. Are you aware of the recruitment and selection procedure of your corporation? A) Yes B) No

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BIBLIOGRAPHY

y COMPANY S WEBSITE(www.datapointinfo.com)

y COMPANY S RECRUITMENT MANUAL

y ESSENTIALS OF HUMAN RESOURCE MANAGEMENT

P.SUBBA RAO, TATA MC GRAW HILL

y PERSONNEL MANAGEMENT,C.B. MEMORIA

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HIMALAYA PUBLISHNG HOUSE

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