emoloyee absentism

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A

SUMMER TRAINING REPORT

ON

THE EMPLOYEE ABSENTEEISM SURVEY IN EKANSH MOTORS MARUTI UDYOG LTD. KAITHAL

SUBMITTED IN PARTIAL FULFILLMENT FOR THE AWARDS OF DEGREE OF MASTERS OF BUSINESS ADMINISTRATION (M.B.A)

(SESSION 2007- 2009)

Under the Supervision of:- Submitted By:- Ms. Pallavi ravi parkashEkansh Motors. 103 Kaithal MBA 3RD SEM

Kurukshetra Univerity(Pg ) Regional Center Jind,. (Session 2007-2009)

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To Whomsoever It May Concern

Date- 17-08-2008

This is to certify that the project dissertation of MBA entitled, “THE

EMPLOYEE ABSENTEEISM SURVEY OF THE EMPLOYEES OF

EKANSH MOTORS, MARUTI UDYOG LTD,KAITHAL “

Done by Ms Shruti Gupta Roll No- , is a bonafide work carried out by me at “Ekansh Motors, Maruti udyog Ltd, kaithal.

The matter embodied in this project work has not been submitted earlier for award of any degree or diploma to the best of my knowledge and belief.

RAVI PARKASH

To Whomsoever It May Concern

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Date- 17-08-2008

This is to certify that the project dissertation of MBA entitled, “THE

EMPLOYEE ABSENTEEISM SURVEY OF THE EMPLOYEES OF

EKANSH MOTORS, MARUTI UDYOG LTD,KAITHAL “

Done by Ms Shruti Gupta Roll No- , is a bonafide work carried out by her under my guidance. The matter embodied in this project has not been submitted earlier for award of any degree or diploma to the best of my knowledge and belief.

Faculty Guide

Dr M.N Sharma

PREFACE

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This Research is a part of my summer training without my M.B.A is incomplete. Summer

training is an integral part of every M.B.A course. We can’t rely merely upon theoretical

knowledge. It is to be complemented by practical know how for it to be fruitful. A

positive and correct result of the classroom learning needs realities of practical situation.

The training enables the management students to themselves see the

working conditions under which they have to work in the future. It gives them real feel of

corporate world, which helps them to better equip themselves with the required skills. I

got the opportunity to do the training at “Eakansh Motors,MUL, Kaithal” and did a

study on EMPLOYEE ABSENTEEISM survey. In particular I was lucky enough to be

part of study and I was assigned to do some research regarding the reasons for

absenteeism and helping in solving the problem of absenteeism and finding out

preferences and priorities of employees to adopt suitable strategies attract them to work

more and regularly. It has been a great learning experience for me.

The study would not have been possible without the unconditional

guidance and support of all at this branch of MUL. I would like to thank all the members

of the company besides all others who have been helpful to me for completing the study.

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ACKNOWLEDGEMENT

It was really a privilege and total learning experience to be at Eakansh

Motors, Maruti Udyog Ltd,,KAITHAL, for doing my summer training

project. I would like to thank Mr Bansal for giving me this opportunity.

My appreciation also goes to people at Ekansh motors,Maruti Udyog Ltd,

Kaithal, who helped us directly or indirectly in successful completion of this

project.

Shruti Gupta

PREFACE ACKNOWLEDGEMENT

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SECTION-1 COMPANY PROFILE 07

SECTION-2 INTRODUCTION 21 OBJECTIVE OF THE STUDY 33 SCOPE/SIGNIFICANCE OF DATA

SECTION-3 RESEARCH METHODOLOGY 34 DATA COLLECTION 35 ANALYSIS OF DATA/INTERPRETATION 40

SECTION-4 PROBLEM AREAS AND FINDINGS 56

SECTION-5 RECOMMENDATIONS

58

SECTION-6 RESULT

59

SECTION-7 CONCLUSION

60 LIMITATIONS OF STUDY

61

REFERENCES NET

SECTION 8 ANNEXURE

62S QUESTIONNAIRE

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COMPANY PROFILE

Maruti Udyog Ltd.

Maruti Suzuki

Maruti Suzuki India Limited is a publicly listed automaker in India. It is a leading

four-wheeler automobile manufacturer in South Asia. Suzuki Motor

Corporation of Japan holds a majority stake in the company. It was the first company

in India to mass-produce and sell more than a million cars. It is largely credited for

having brought in an automobile revolution to India. It is the market leader in India. On

17 September 2007, Maruti Udyog was renamed to Maruti Suzuki India Limited.

The company's headquarters remain in Gurgaon, near Delhi.

Maruti Suzuki India Ltd

Type Public (BSE MARUTI, NSE MARUTI)

Founded 1981 [1]

Headquarters Gurgaon, Haryana, India

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Key peopleJagdish Khattar, CEOShinzo Nakanishi, Managing

Director

Industry Automotive

Products Cars

Revenue ▲US$2.5 billion (2005)

Employees 6,903[2]

Parent Suzuki

Website www.marutisuzuki.com

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Profile

The old logo of Maruti Suzuki India Limited. Later the logo of Suzuki Motor Corp. was

also added to it

Maruti Suzuki is one of India's leading automobile manufacturers and the market leader

in the car segment, both in terms of volume of vehicles sold and revenue earned. Until

recently, 18.28% of the company was owned by the Indian government, and 54.2%

by Suzuki of Japan. The Indian government held an initial public offering of 25%

of the company in June 2003. As of May 10, 2007, Govt. of India sold its complete

share to Indian financial institutions. With this, Govt. of India no longer has stake in

Maruti Udyog.

Maruti Udyog Limited (MUL) was established in February 1981, though the actual

production commenced in 1983. Through 2004, Maruti has produced over 5 Million

vehicles. Marutis are sold in India and various several other countries, depending upon

export orders. Cars similar to Marutis (but not manufactured by Maruti Udyog) are sold

by Suzuki in Pakistan and other South Asian countries.

The company annually exports more than 30,000 cars and has an extremely large

domestic market in India selling over 500,000 cars annually. Maruti 800, till 2004,

was the India's largest selling compact car ever since it was launched in 1983. More than

a million units of this car have been sold worldwide so far. Currently, Maruti Alto tops

the sales charts.

Due to the large number of Maruti 800s sold in the Indian market, the term "Maruti" is

commonly used to refer to this compact car model. Till recently the term "Maruti", in

popular Indian culture, was associated to the Maruti 800 model.

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Maruti Suzuki India Limited, a subsidiary of Suzuki Motor Corporation of Japan, has

been the leader of the Indian car market for over two decades.

It’s manufacturing facilities are located at two facilities Gurgaon and Manesar south of

New Delhi. Maruti’s Gurgaon facility has an installed capacity of 350,000 units per

annum. The Manesar facilities, launched in February 2007 comprise a vehicle assembly

plant with a capacity of 100,000 units per year and a Diesel Engine plant with an annual

capacity of 100,000 engines and transmissions. Manesar and Gurgaon facilities have a

combined capability to produce over 700,000 units annually.

More than half the cars sold in India are Maruti cars. The company is a subsidiary of

Suzuki Motor Corporation, Japan, which owns 54.2 per cent of Maruti. The rest is owned

by the public and financial institutions. It is listed on the Bombay Stock Exchange and

National Stock Exchange in India.

During 2007-08, Maruti Suzuki sold 764,842 cars, of which 53,024 were exported. In all,

over six million Maruti cars are on Indian roads since the first car was rolled out on

December 14, 1983.

Maruti Suzuki offers 10 models, ranging from the people’s car, Maruti 800, for less than

Rs 200,000 ($ 5000) ex-showroom to the premium sedan SX 4 and luxury SUV, Grand

Vitara.

Suzuki Motor Corporation, the parent company, is a global leader in mini and compact

cars for three decades. Suzuki’s technical superiority lies in its ability to pack power and

performance into a compact, lightweight engine that is clean and fuel efficient.

Maruti is clearly an “employer of choice” for automotive engineers and young managers

from across the country. Nearly 75,000 people are employed directly by Maruti and its

partners.

The company vouches for customer satisfaction. For its sincere efforts it has been rated

(by customers)first in customer satisfaction among all car makers in India for seven years

in a row in annual survey by J D Power Asia Pacific.

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Maruti Suzuki was born as a government company, with Suzuki as a minor partner, to

make a people’s car for middle class India. Over the years, the product range has

widened, ownership has changed hands and the customer has evolved. What remains

unchanged, then and now, is Maruti’s mission to motorise India.

Partner for the Joint Venture

Suzuki Swift

Pressure started mounting on Indira and Sanjay Gandhi to share the details of the

progress on the Maruti Project. Since country's resources were made available by mother

to her son's pet project. A delegation of Indian technocrats was assigned to hunt a

collaborator for the project. Initial rounds of discussion were held with the giants of

the automobile industry in Japan including Toyota, Nissan and Honda.

Suzuki Motor Corporation was at that time a small player in the four wheeler

automobile sector and had major share in the two wheeler segment. Suzuki's bid was

considered negligible.

In the initial rounds of discussion the giants had their bosses present and in the later

rounds related to the technical discussions executives of these automobile giants were

present. Osamu Suzuki, Chairman and CEO of the company ensured that he was present

in all the rounds of discussion. Osamu in an article writes that it subtly massaged their

(Indian delegation) egos and also convinced them about the sincerity of Suzuki's bid. In

the initial days Suzuki took all steps to ensure the government about its sincerity on the

project. Suzuki in return received a lot of help from the government in such matters as

import clearances for manufacturing equipment (against the wishes of the Indian machine

tool industry then and its own socialistic ideology), land purchase at government prices

for setting up the factory Gurgaon and reduced or removal of excise tariffs. This helped

Suzuki conscientiously nurse Maruti through its infancy to become one of its flagship

ventures.

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Joint venture related issues

This image is a candidate for speedy deletion. It may be deleted after

Saturday, 21 June 2008.

Relationship between the Government of India, under the United Front (India)

coalition and Suzuki Motor Corporation over the joint venture was a point

of heated debate in the Indian media till Suzuki Motor Corporation gained the controlling

stake. This highly profitable joint venture that had a near monopolistic trade in the Indian

automobile market and the nature of the partnership built up till then was the

underlying reason for most issues. The success of the joint venture led Suzuki to increase

its equity from 26% to 40% in 1987, and further to 50% in 1992. In 1982 both the venture

partners had entered into an agreement to nominate their candidate for the post of

Managing Director and every Managing Director will have a tenure of five years[4]

Initially R.C.Bhargava, was the managing director of the company since the inception of

the joint venture. Till today he is regarded as instrumental for the success of Maruti

Udoyog. Joining in 1982 he held several key positions in the company before heading the

company as Managing Director. Currently he is on the Board of Directors.[5] After

completing his five year tenure, Mr. Bhargava later assumed the office of Part-Time

Chairman. The Government nominated Mr. S.S.L.N. Bhaskarudu as the Manging

Director on August 27, 1997. Mr. Bhaskarudu had joined Maruti in 1983 after

spending 21 years in the Public sector undertaking Bharat Heavy Electricals Limited as

General Manager. Later in 1987 he was promoted as Chief General Manager, 1998 as

Director, Productions and Projects, 1989 Director, Materials and in 1993 as Joint

Managing Director.

The Suzuki Motor corporation didn't attend the Annual General Meeting of the Board

with the reason of it being called on a short notice.[6] Later Suzuki Motor Corporation

went on record to state that Mr. Bhaskarudu was "incompetent" and wanted some one

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else. However, the Ministry of Industries, Government of India refuted the charges.

Media stated from the Maruti sources that Bhaskarudu was interested to indigenise most

of components for the models including gear boxes especially for Maruti 800. Suzuki

also felt that Bhaskarudu was a proxy for the Government and would not let it increase its

stake in the venture. If Maruti would have been able to indigenise gear boxes then Maruti

would have been able to manufacture all the models without the technical assistance from

Suzuki. Till today the issue of localization of gear boxes is highlighted in the press.[8]

The relation strained when Suzuki Motor Corporation moved to Delhi High Court to

bring a stay order against the appointment of Mr. Bhaskarudu. The issue was resolved in

an out-of-court settlement and both the parties agreed that R S S L N Bhaskarudu would

serve up to December 31, 1999, and from January 1, 2000, Jagdish

Khattar, Executive Director of Maruti Udyog Limited would assume charges as the

Managing Director.[9] Many politicians believed, and had stated in parliament that the

Suzuki Motor Corporation is unwilling to localize manufacturing and reduce imports.

This remains true, even today the gear boxes are still imported from Japan and are

assembled at the Gurgaon facility.

Industrial relations

For most of its history, Maruti Udyog had relatively few problems with its labour force.

Its emphasis of a Japanese work culture and the modern manufacturing process, first

instituted in Japan in the 1970s, was accepted by the workforce of the company without

any difficulty. But with the change in management in 1997, when it became

predominantly government controlled for a while, and the conflict between the United

Front Government and Suzuki may have been the cause of unrest among employees. A

major row broke out in September 2000 when employees of Maruti Udyog Ltd (MUL)

went on an indefinite strike, demanding among other things, revision of the incentive

scheme offered and implementation of a pension scheme. Employees struck work for six

hours in October 2000, irked over the suspension of nine employees, going on a six-hour

tools-down strike at its Gurgaon plant, demanding revision of the incentive-linked pay

and threatened to fast to death if the suspended employees were not reinstated. About this

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time, the NDA government, following a disinvestments policy, proposed to sell part of its

stake in Maruti in a public offering. The Staff union opposed this sell-off plan on the

grounds that the company will lose a major business advantage of being subsidised by the

Government.

The standoff with the management continued to December with a proposal by the

management to end the two-month long agitation rejected with a demand for

reinstatement of 92 dismissed workers, with four MUL employees going on a fast-unto-

death. In December the company's shareholders met in New Delhi in an AGM that lasted

30 minutes. At the same time around 1500 plant workers from the MUL's Gurgaon

facility were agitating outside the company's corporate office demanding commencement

of production linked incentives, a better pension scheme and other benefits. The

management has refused to pass on the benefits citing increased competition and lower

margins.

Services Offered

Automobiles

Maruti Suzuki Alto - India's Largest Selling Car at Perunthenaruvi water falls near

Pathanamthitta City, Kerala, India

In the order they were launched:

1. Maruti 800 : Launched 1983. Largest selling car in India, until 2004.

2. Maruti Omni : Launched 1984.

3. Maruti Gypsy : Launched 1985.

4. Maruti Wagon-R :Launched 1999 Modified 2006

5. Maruti Alto :Launched 2000. Currently the largest selling car in India

6. Maruti Grand Vitara :Launched 2003

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7. Maruti Grand Vitara XL-7

8. Maruti Versa (2003)

9. Maruti Zen Estilo (2005)

10. Maruti Suzuki Swift (2006)

11. Maruti Swift Diesel (2007)

12. Maruti Suzuki SX4 (May 2007)

13. Maruti Grand Vitara Sports Utility Vehicle Launched in (July 2007)

14. Maruti DZiRE Sedan Version of swift launched in (March 2008)

Upcoming model in 2008

1. Suzuki Splash

Authorized Service Stations

Maruti is one of the companies in India which has unparalleled service network. To

ensure the vehicles sold by them are serviced properly Maruti has 2628 listed Authorized

service stations and 30 Express Service Stations on 30 highways across India.

Service is a major revenue generator of the company. Most of the service stations are

managed on franchise basis, where Maruti trains the local staff. Other automobile

companies have not been able to match this benchmark set by Maruti. The Express

Service stations help many stranded vehicles on the highways by sending across their

repair man to the vehicle.

Maruti Insurance

Launched in 2002 Maruti provides vehicle insurance to its customers with the help of the

National Insurance Company, Bajaj Allianz, New India Assurance and Royal Sundaram.

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The service was set up the company with the inception of two subsidiaries Maruti

Insurance Distributors Services Pvt. Ltd and Maruti Insurance Brokers Pvt. Limited[2]

This service started as a benefit or value addition to customers and was able to ramp up

easily. By December 2005 they were able to sell more than two million insurance policies

since its inception.[3]

Maruti Finance

To promote its bottom line growth, Maruti launched Maruti Finance in January 2002.

Prior to the start of this service Maruti had started two joint ventures Citicorp Maruti and

Maruti Countrywide with Citi Group and GE Countrywide respectively to assist its client

in securing loan.] Maruti tied up with ABN Amro Bank, HDFC Bank, ICICI Limited,

Kotak Mahindra, Standard Chartered Bank, and Sundaram to start this venture including

its strategic partners in car finance. Again the company entered into a strategic

partnership with SBI in March 2003] Since March 2003, Maruti has sold over 12,000

vehicles through SBI-Maruti Finance. SBI-Maruti Finance is currently available in 166

cities across India.

"Maruti Finance marks the coming together of the biggest players in the car finance

business. They are the benchmarks in quality and efficiency. Combined with Maruti

volumes and networked dealerships, this will enable Maruti Finance to offer superior

service and competitive rates in the marketplace".

Jagdish Khattar, Managing director of Maruti Udyog Limited in a press conference

announcing the launch of Maruti Finance on January 7, 2002 ]

Citicorp Maruti Finance Limited is a joint venture between Citicorp Finance India and

Maruti Udyog Limited its primary business stated by the company is "hire-purchase

financing of Maruti vehicles". Citi Finance India Limited is a wholly owned subsidiary of

Citibank Overseas Investment Corporation, Delaware, which in turn is a 100% wholly

owned subsidiary of Citibank N.A. Citi Finance India Limited holds 74% of the stake and

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Maruti Udyog holds the remaining 26%. GE Capital, HDFC and Maruti Udyog Limited

came together in 1995 to form Maruti Countrywide. Maruti claims that its finance

program offers most competitive interest rates to its customers, which are lower by

0.25% to 0.5% from the market rates.

Maruti TrueValue

Maruti True Value is a service offered by Maruti Udyog to its customers. It is a market

place for used Maruti Vehicles. One can buy, sell or exchange used Maruti vehicles with

the help of this service in India.]

N2N Fleet Management

N2N is the short form of End to End Fleet Management and provides lease and fleet

management solution to corporates. Its impressive list of clients who have signed up of

this service include Gas Authority of India Ltd, DuPont, Reckitt

Benckiser, Sona Steering, Doordarshan, Singer India, National Stock Exchange

and Transworld. This fleet management service include end-to-end solutions across the

vehicle's life, which includes Leasing, Maintenance, Convenience services and

Remarketing.

Accessories

Many of the auto component companies other than Maruti Udyog started to offer

components and accessories that were compatible. This caused a serious threat and loss

of revenue to Maruti. Maruti started a new initiative under the brand name Maruti

Genuine Accessories to offer accessories like alloy wheels, body cover, carpets, door

visors, fog lamps, stereo systems, seat covers and other car care products. These products

are sold through dealer outlets and authorized service stations throughout India.

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Maruti Driving School

A Maruti Driving School in Chennai

As part of its corporate social responsibility Maruti Udyog launched the Maruti Driving

School in Delhi. Later the services were extended to other cities of India as well. These

schools are modelled on international standards, where learners go through classroom and

practical sessions. Many international practices like road behaviour and attitudes are also

taught in these schools. Before driving actual vehicles participants are trained on

simulators.

"We are very concerned about mounting deaths on Indian roads. These can be brought

down if government, industry and the voluntary sector work together in an integrated

manner. But we felt that Maruti should first do something in this regard and hence this

initiative of Maruti Driving Schools."

Jagdish Khattar, at the launch ceremony of Maruti Driving School, Bangalore

Exports

Maruti Suzuki has helped India emerge as the fourth largest exporter of automobiles in

Asia. Shown here is Maruti Gypsy in Malta.

Maruti Exports Limited is the subsidiary of Maruti Udyog Limited with its major focus

on exports and it does not operate in the domestic Indian market. The first commercial

consignment of 480 cars were sent to Hungary. By sending a consignment of 571 cars

to the same country Maruti crossed the benchmark of 300,000 cars. Since its inception

export was one of the aspects government was keen to encourage. Every political party

expected Maruti to earn foreign currency.

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Angola, Benin, Djibouti, Ethiopia, Europe, Kenya, Morocco, Sri Lanka, Uganda, Chile,

Guatemala, Costa Rica and El Salvador are some of the markets served by Maruti

Exports

Key competitors

Tata Motors

Hyundai

Ford

FIAT

General Motors

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INTRODUCTION

ABSENTEEISM: - Absenteeism in layman language means taking a holiday

without permission.when any employee does not inform their supervisor or boss for

taking the leave comes under absenteeism.

LEAVE: -Leave is the preplanned holiday where the employee informs their boss

either by phone or writing a letter to their boss in advance.

There is difference between absenteeism and leave and it might be clear from above

definition.

DIFFERENCE BETWEEN ABSENTEEISM AND LEAVE

ABSENTEEISM LEAVE

1. It is not a preplanned holiday.

2. Here the employee does not

inform their supervisor.

3. Here the responsibility of taking a

holiday solely depends upon the

employee.

1. It is a preplanned holiday.

2. Here the employee informs their

supervisor.

3. But in preplanned leave,

supervisor plays a vital role

because ultimately he has to

sanction the leave.

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PLANNED HOLIDAY

When an employee asks from the supervisor for taking the leave it comes under planned

holiday. Because it was planed is advance and it depend upon the wish of employer

whether he is in a condition to provide leave to the employee or not. Here both the

employer and employee know the situation and reason for taking a leave. Both are aware

of this planned holiday. Here sanctioning of leave is totally depend upon supervisor

whether he want to give leave or not.

UNPLANNED HOLIDAY

When an employee does not ask from the supervisor for taking a holiday here supervisor

is not at all aware that a particular person is taking a holiday with their permission.

Supervisor does not know the reason why the employee is taking the leave. Here not at

all any method is applied for informing Neither telephone calls nor e- mail nor letter etc

Here topic of my project is employee absenteeism survey so I should have an in

depth knowledge regarding absenteeism. Firstly I should be known to fact of

reasons of absenteeism.

REASONS OF ABSENTEEISM: -

Job Dissatisfaction: - It may be possible that reasons for absenteeism come due to

job dissatisfaction. When a person is not at all satisfied from his job, how can he give his

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best to the company and frustration arises during his work and which will lead to frequent

absenteeism.

Work Overload: - Sometimes work overload comes as main reason for absenteeism.

Due to heavy work overload, employees get over burdened with their work and in their

day to day life they need rest in spite of one holiday in a week and this lead to

absenteeism. Even if there is not any provision for any holiday in a week it will lead to

more absenteeism.

Overtime: - Overtime if not properly planned will lead to more absenteeism overtime

should be in accordance with the capacities of employees. If the overtime is of long hours

they will feel tired if they do not overtime continuously for two- three days or more

which will lead to absenteeism.

Shift Time: - Shift time should be set by taking into consideration the employees

work. Some persons do not feel comfortable in other shift (which serves as reason for

absenteeism).

Family Reason: - It is an important reason towards absenteeism. Any emergency can

arise in the family whether it can be family sickness or urgent work can occur. Due to this

family reason more frequent absenteeism occurs.

Personal Problem: - personal problem is also important reason of absenteeism.

Personal problem on the part of the employee is an important reason of absenteeism.

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Health & Sickness: - Health & sickness is the major problem of absenteeism. Here

always unplanned holiday occurs because sickness never occurs in a preplanned manner.

Work Environment: - If the working environment is not coordinated the employees

are not satisfied, they will be frustrated from the working conditions of the company

which will lead to absenteeism.

Now after finding out the reasons for absenteeism we will proceed towards the

factors influencing the absenteeism.

FACTORS INFLUENCING ABSENTEEISM

Salary: - The old saying is quite right “ you get what you pay for “ salary is not at all

a motivator, but even then it should paid fairly otherwise it will lead to dissatisfaction

among employees, frustrated employees not give their best to the company. So salary is a

major factor influencing the absenteeism.

Working Conditions: - The environment in which people work has a tremendous

effect on their level of pride for themselves and for the work they are doing. You should

do everything that will ultimately lead to betterment of working environment and better

the environment, better will be general working condition. Overall employee will be

satisfied and will take less leave.

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Work Itself: - The work itself is a major determinant for absenteeism. How an

employee is recognizing his work and what outcome he is giving to the company. If an

employee is enjoying his work, then reason for absenteeism will ultimately finished.

Achievements: - Set clear, achievable goals and standards for each position and make

sure employees know what those goal and standards are individual should also receive

regular, timely feedback on how they are doing and should feel they are being adequately

challenged in their job and all these achievements lower down the absenteeism.

Achievement is a major factor influencing absenteeism.

Recognition: - Recognition is one of the important factor influencing absenteeism

Individual at all levels of organization want to be recognized for their achievement on the

job. Their successes do not have to be monumental before they deserve recognition, but

your praise should be sincere.

Responsibility: - Employee will feel motivated if equal job responsibility is assigned

to employees. They will feel motivated if they have ownership of their work. This

requires giving employee enough freedom and power to carry out their task so that they

feel they own the results.

All these were the major factor influencing absenteeism which determines

how frequently a person is absent or present.

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SELECTING THE METHODOLOGY FOR EMPLOYEE ABSENTEEISM SURVEY.

There are two primary methodologies for conducting employee absenteeism survey.

Internet

Paper and pencil

Choice of methodology should be based on what is best for

respondent’s best in terms of convenience, ease of use and trust in the method. There

is a little difference in price between either method until the sample size number in

thousand, in which case internet is more cost effective if all employees or

substantially all employees have access to the internet form work, internet is our

recommended methodology. It generally a result is a higher response rate and is faster

than paper and pencil. It is also a but more control in terms of how the questions are

presented and gives the ability to require that certain questions must be answered. We

have a secure serves, so there is no issue with regards to confidentiality of sending

results an internet is done them.

If only a small% age of employees have internet access from work, we

recommend using the traditional paper and pencil methodology even if cost savings

could be realized by forcing employees to a central location to complete the survey it

is better to use paper and pencil in this circumstances to avoid user errors caused by a

lack of familiarity with the internet medium on the part of some users.

In some cases, it is appropriate to use maximum methodologies. This is a

preferred approach when there are large contingents of employees with internet

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access and large contingents without the mixed method generally will yield a higher

response rate than with the paper and pencil.

OBTAINING A HIGH RESPONSE RATE IN YOUR

EMPLOYEE ABSENTEEISM SURVAY

Here are the steps to take to obtain a high response rate,

Market the employee absenteeism survey to the employees and managers

before the survey begins.

Make it clear that the survey can be completed on company time, and make

sure all supervisors support this. (we have seen complaints in employee

comments when this is promised but one or more supervisors do not support

it)

Make sure employees understand their responses will be confidential. Support

your statements to the best extant possible, e.g., “Your questionnaires will be

received directly by the research firm doing the tabulations. Nobody in our

organization will see your ratings and comments.”

Let employees know how many people have responded at various point in

time.

Establish an overall response rate goal and give all employees “something

extra” if the goal is reached.

Send reminder messages.

When the results come in, let the employees know what they were. This will

help the next survey’s response rate.

Act on the results. This also will help the nest survey’s response rate.

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INVITING THE EMPLOYEES TO PARTICIPATE IN THE ABSENTEEISM SURVEY

The invitation to employees to participate in the survey can be done via either

email or memorandum.

In both cases, certain key information must be communicated.

What is happening? E.g.,” we are conducting an employee satisfaction

survey”.

Why it is happening. E.g., “…as our changes and faces new challenges, it

becomes increasingly important to gauge the level of absenteeism of our

employees.”

The survey is anonymous and confidential; assure employee that their

responses will be held in the strictest confidence. If using an outside supplier,

mention that only the supplier will see the completed responses.

How the results will be used. Anything you can share with the employees in

this regard will make it more likely that people will respond.

How long the survey will take to complete. Most survey of this type, if

properly designed, will take only 15 or 20 minutes to complete. If this is case

with your survey, be sure to mention it.

Give a deadline.

Thank the employee for their time.

If the invitation is email for an internet survey, the email should contain the URL.

Care must be taken to ensure that the URL is hot link (employees should simply

be able to click on the link to go to the survey) and that the link actually lead

people to the correct URL. The message should appear with in text of the email

itself, rather than in an attachment

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If the invitation is a memorandum inviting people to participate in a paper and

pencil survey, the questionnaire and a return envelope should accompany it. The

memorandum should tell people how to return their completed questionnaires.

Optional information to consider including in the invitation:

Tell people the survey can be completed on company line.

If there is some sort of group incentive for a high response rate, mention

what it is.

If it is internet survey and your research supplier is using a secure server,

mention this.

To maximize response rate, the invitation should come from within the organization

itself, and should be signed by a senior manager (the CEO if possible). For a paper and

pencil survey, the questionnaire packet should be delivered to people at their places of

work instead of mailing it to their homes.

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ACTING ON THE RESULTS OF AN EMPLOYEE

Absenteeism Survey

Your company has committed the resources to survey its employees, employees were

enthusiastic about participating in these surveys so it a necessity to distribute the results

of the survey.

Distribution of the Survey Results

From the beginning, senior executive must determine how to distribute the survey results

and by whom this distribution is done. For this, once the survey results are distributed, an

action plan must be created to decide which areas are most important to employees and

how best to important those areas.

Communicate Survey Results and Action Plan to your Employees

One of the biggest mistake organization can make in the survey process is to fail to

communicate to every one the finding of the survey and plans created to improve weak

areas. While we do not suggest distribution of complete survey report to everyone, we do

recommend an open and honest discourse of both organizational strength and areas for

improvement at department level if possible.

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SHARING THE FINDINGS OF AN EMPLOYEE ABSENTEEISM SURVEY It is critical to share results in a timely manner for at least two reasons:

1. Everyone must know where the organization as a whole and their individual areas

stand if you are going to fully leverage and efforts of the employee base.

2. Employee need to know that the time they spent in completing the survey was

worthwhile.

Each organization has its own information-sharing culture in place. While in some cases,

particularly if the survey showed communication to be the problem, the process will need

some adjustment, we recognize that each organization will have an approach to

information dissemination that it typically leverages. As such, modifications to our

recommended approach may be order to account for an organization’s information-

sharing culture.

The basic principles of sharing employee absenteeism survey results

Be honest. An organization must be willing to share both its strengths and its areas in

need of improvement. Employees will see through attempts to hide or “spin” information.

Be Timely. The sooner you release results, the sooner the organization can begin to move

toward positive change.

Share Appropriate Information At Each Level. Senior management will need

encapsulated results and access to detailed results for the organization as a whole and

differences between divisions/departments. Division managers will need to how their

division compares to the organization as a whole and how departments in the division

compare to each other. Department managers will need to know how their results

compare to the organization as a whole and to the division to which they belong.

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Do Not Embarrass People In Front Of Their Peers. Teamwork and morale can be

harmed if, for example, a division manager shows all department scores to the

department managers in a group setting. Rather than pointing out low-scoring department

to all department managers, let all department managers know how that fared compared

to other departments via one-on-one meetings.

Discuss What Happens Next. After the results have bee presented, let the audience

know what steps will be taken to improve those items in need of improvement.

Respect Confidentiality. Does not present information that would make people feel that

their responses are not confidential? For example, it would not be appropriate for anyone

in the organization it have access to comments for a small department. Since come people

may be able to accurately guess who made what comment your research supplier should

assist in this by providing information that could be perceived confidentially.

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OBJECTIVE OF THE STUDY

To understand about the absenteeism in the company.

To find out the reasons of absenteeism

To reduce the problem of employer.

To analyze the need of the employer.

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RESEARCH METHODOLOGY

It is having a very broad concept. It is a way to systematically solve the research problem.

In it we study the various steps that are generally adopted by a researcher in studying his

research problem along with the logic behind them.

It include the research methods/techniques as well as its methodology.

Thus when we talk of research methodology we not only talk of research methods but

also consider the logic behind the methods we use in the context of our research study

and explain why we are using a particular methods or techniques and why we are not

using others. So that research results are capable of being evaluated either by research

himself or by others.

The method of the research used here is descriptive

Descriptive research includes surveys and fact finding enquiries of different kinds.

It is used to portray accurately the characteristics of a particular individual, situation

or a group.

This research include survey and fact finding enquiries of different kind. Basic

purpose of this type of research is that it describes the state of affairs in current

scenario. It is being generally used in social science and business research. This

study is also termed as “ex post facto” Main characteristic of method are that

research has no control over the variables he can only report what happening.

Here in descriptive research we have prepared questionnaire and done surveys of

different individuals

COLLECTION OF DATA

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In dealing with any real life problem, it is often found that data at hand are inadequate

and hence, it becomes necessary to collect data that are appropriate.

The task of data collection begins after a research problem has been defined and research

design has been formulated.

There are several ways of collecting the appropriate data which differ considerably in the

context of monetary cost, time and other resources, so it becomes necessary to collect

data in a manner which is appropriate.

While deciding about the method of data collection to be used for the study, the

researcher should keep in mind two types of data viz.

Primary

Secondary

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

be original in character.

The secondary data are those which have already been collected by someone else which

have already been passed through statistical process.

FORMAL INFORMATION SOURCES

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These are the source of information which are authentic and reliable, obtained though

proper channel in the organization by adhering to a systematic and structured procedure.

For example

Through company manuals, journal, brochures and other published

material like balanced sheet, annuals report etc.

Questionnaire

Personal interview and mails.

Through the company person.

INFORMAL INFORMATION SOURCES

These are the sources of information which are obtained through our interpersonal

relationship with the employees of company.

For example

Employees of same deportment

External persons.

Primary data

Data which is collected for the first come for a specific purpose is generally known as

primary data.

For example

Personal interview and mails

Questionnaire

Telephone enquiry

Feedback form

SECONDARY DATA

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Data which is collected for some other purpose but which can be used either partially or

fully for the present study is known as secondary data.

For example

Published article

Internet

Annual report of company like annuals sales report, annual H.R.

report etc.

Here in my research I have used both the primary as well as secondary data for research

topic.

Primary data that I have used is the structured questionnaire.

I have designed a structured questionnaire as they are simple to administer and relatively

inexpensive to analyze Provision of alternative replies, helps to understand the meaning

of questions clearly. There were dichotomous as well as multiple choice questions. The

data was collected by conducting personal interview of respondents with the help of

questionnaire.

Along with the primary data obtained through use of questionnaire. I have used

secondary data from various sources like financial websites, business magazines,

newspapers, journals etc

ANALYSIS OF DATA

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The data after collection has to be processed and analyzed in accordance with the outline

laid down for the purpose at the time of developing the research plan.

Here the data I have collected through survey it needs editing, coding, classifying and

tabulation.

There are many steps involved in processing and analyses of data. These are as follows:

1. Totaling of all the survey conducted for temporary, permanent and

staff employee separately.

2. Calculating the number of employees giving the same answers for

the question having different options available for questions

(Separately for temporaries, permanents and staff)

3. Calculating the percentage of each question having different

answers provided by different employees.

4. Now prepare the pie chart for these questions for the all questions

included in survey having dichotomous as well as multiple choice

questions separately(for temporaries, permanents and staff)

Management at Eakansh Motors, Maruti Udyog Ltd, Kaithal.

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General manager(MUL)- Mr Lalit Taneja

SS DM HR Executive(MUL) - Mr Sukhjeevan Singh Garewal

HR manager (Ekansh Motors)- Ms Palvi Goel

TOTAL NUMBER OF EMPLOYEES- 117

For this survey I had to interact with all the with the permanent employees..

SURVEY OF PERMANENT EMPLOYEES

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1. Are you satisfied with your job?

2. If no, then what step do you take?

3. What are your main reasons for absenteeism? Rate these reasons from 1 to 7 according to you.

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4. Are you satisfied with your boss?

5 .Are your suggestions always welcomed by the supervisor?

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6. Do you receive recognition from your supervisor for doing good work?

7. Are you happy putting in extra hours at work?

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8. Do you receive some benefits from overtime job?

9 Does the work stress add to your absenteeism?

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10. How much does the work suffer when you are absent?

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11. You feel happy and satisfied after a days work.

12. If your leave applications are not sanctioned by the supervisor, then you take leave?

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13. In your point of view from which of the family reason you take leave?

14. In case of emergencies do you inform your supervisor by phone?

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15. Are your talents and abilities fully utilized in your job?

16. How would you rate your general health?

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17. Have you ever faced any accident?

18. Are you satisfied with your work surroundings?

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19. Is your working environment coordinated?

20. How do you rate the following factors in your work environment?

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21. Do you always submit leave applications in time?

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22. Is your leave application processed/sanctioned in time?

23. How is absence dealt with?

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COMMON PROBLEM AREAS

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Temperature Problem.

Unhygienic Wash Rooms.

Poor Quality and Unhygienic Food.

Transport Problem

Overtime Problem

Rewards and Recognition

Learning and Development

FINDING OF THE SURVEY

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Overtime provided to the workers is not properly planned which lead to

more absenteeism among the workers.

Temperature problem is more acute in some areas of SBU IX and SBU

XII due to which associates feel tiring and unenthusiastic.

Unhygienic washroom problem is very critical.

Quality of food is very poor and unhygienic food problem is very acute.

Overcrowd transport problem.

No recognition of qualification.

Learning and development.

RECOMMENDATIONS

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Provision of rest rooms should be there in the plant for the associates who may not

feel well while working.

Overtime should be properly planned it should not be so harsh that it lead to

absenteeism.

Overtime is the main reason for absenteeism which leads to overtime for other

associates.

Washrooms should be cleaned regularly.

Overcrowd Transport problem in buses can be solved by increasing the number of

buses.

Poor quality food should not be provided to associate which results in demoralization

of employees.

Temperature problem can be avoided by cross ventilation.

Providing the fans at every stand.

For learning and development more training programs should be there may get aware

of the latest technologies. Training management, stress management, motivational

management.

RESULT

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IN CASE OF ASSOCIATES:

Main reason for absenteeism is health & sickness and family problems. Out of total

percentage of absenteeism, percentage due to health & sickness is quite high. Temporary

associates take less holiday because they want to become permanent.

IN CASE OF STAFF:

Main reasons for absenteeism are work overload and conflicting demand. Here

absenteeism is mainly occurring due to not completing their work on target time and they

used to do that work by taking holidays.

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CONCLUSION

I got very good experience while working in Sub Unit of Maruti Udyog Ltd Kaithal,.

During my summer training program I got a chance to update my knowledge related to

all the H.R. activities like quality circle work smite, suggestions scheme, competition

policy, satisfaction survey, training and development survey and also absenteeism survey.

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LIMITATIONS OF STUDY

As nothing is perfect except the efforts. This study too has its limitations that limit the

applicability and validity of study. The limitations that limit the effectiveness of research

are like.

Time- Foremost of all the constraints was the limited time. The time to do the

research was limited so present study is the results of whatever efforts I could put

in within time limit.

Limited validity- The business environment factor and variables underlying the

study belongs to a very dynamic category. As the only thing that is constant

exchange so the study can be obsolete as soon as a major change in environment

taken place.

Sample Size- As the survey was taken from the sample of whole population, it

can not give exact results like censes survey.

Lack of knowledge on the part of employees.

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ANNEXURE

Questionnaire

I used for the employees

1 Are you satisfied with your job?

2 If no, then what step do you take?

3 What are your main reasons for absenteeism? Rate these reasons from 1 to 7.

4 Are you satisfied with your boss?

5 Are your suggestions always welcomed by the supervisor?

6 Do you receive recognition from your supervisor for doing good work?

7 Are you happy putting in extra hours at work?

8 Do you receive some benefits from overtime job?

9 Does the work stress add to your absenteeism?

10 How much does the work suffer when you are absent? 11 You feel happy and satisfied after a days work.

12 If your leave applications are not sanctioned by the supervisor, then you take leave?

13 In your point of view from which of the family reason you take leave? 14 In case of emergencies do you inform your supervisor by phone?

15 Are your talents and abilities fully utilized in your job?

16 How would you rate your general health?

17 Have you ever faced any accident?

18 Are you satisfied with your work surroundings?

19 Is your working environment coordinated?

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20 How do you rate the following factors in your work environment?

21 Do you always submit leave applications in time?

22 Is your leave application processed/sanctioned in time?

23 How is absence dealt with?

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