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Project report on

RECRUITMENT AND SELECTION

(WITH SPECIFIC REFERENCE TO OPTCL, ORISSA)

BY

K.HARI PRASAD

ROLL NO. 09294362

UNDER THE SUPERVISION

Mrs. Anita Mahapatra

Manager (HRD)

PROJECT REPORT SUBMITTED IN PARTIAL FULFILMENT OF POST

GRADUATE DIPLOMA IN MANAGEMENT

CERTIFICATE

This is to certify that Mr. K. Hari Prasad is a bonafide student of Hawer Business School, Hyderabad has done the summer internship project on “Recruitment and Selection” under my guidance.

The said work is original contribution of the student.

PROJECT GUIDE

Mrs. Anita Mahapatra

Manager (HRD)

CERTIFICATE FROM INTERNAL GUIDE

This is to certify that Mr. K. Hari Prasad is a bonafide student of this school working under my guidance for the project work. She has done the summer internship project in OPTCL. During this period she has done this piece of research work entitled “Recruitment and Selection”.

The said work is original contribution of the student.

Director Signature of the supervision

Date:

Declaration

I, Mr. K. Hari prasad bearing Roll No. 09294362 hereby declare that this project is a genuine piece of work done by me and it is original. This project has not been copied from any other source and has not been submitted for fulfillment of any other degree/diploma have collected the data and analyzed the same.

Signature:

Name:

Date:

Acknowledgement

It gives me immense pleasure, taking the opportunity to acknowledge all those whose guidance efforts & encouragement served as platform for me to complete this summer internship.

I do express my sincere thanks to the director of Aurora’s Business school, Hyderabad for providing me this opportunity to carry my project in esteemed organization like OPTCL, Bhubaneswar.

I am highly gratitude to my internal guide Mr. Murali for her valuable guidance & unconditional co-operation to complete this project.

I indebted my estimated thankfulness to Mrs. Anita Mahapatra, manager(HRD), Mr.R.K.Panda, AGM(Recruitment), & Mr. Ajay Das, AGM(pension),OPTCL, Bhubaneswar and other staff members of OPTCL for their co-operation in providing the required information for formulating this project work.

Signature of the student

CONTENT

CHAPTER-I INTRODUCTION

CHAPTER-II ORGANIZATION PROFILE

CHAPTER-III SCOPE OF THE STUDY

CHAPTER-IV THEORITICAL VIEW ON RECRUITMENT & SELECTION PROCESSS

CHAPTER-V RECRUITMENT & SELECTION IN OPTCL

CHAPTER-VI DATA ANALYSIS

CHAPTER-VII PERSONAL LEARNING, SUGGESTIONS & CONCLUSION

CHAPTER-VIII BIBLIOGRAPHY & ANNEXURE

CHAPTER-I

INTRODUCTION

INTRODUCTION

The primary purpose of the recruitment and selection process is to achieve one desired and appointing the right person to the job. This is a critical task for any manager and one that is more difficult when there is shortage of the needed skills and experience in the labor market.

Project means a definitely formulated of research. Report is the statement presenting the matter, referred for consideration with conclusion and recommendation. Project report is a piece of research of organized statement constituting of information.

An organization is an institutional arrangement to conduct any type of business activity. Management is to get the work alone by using man, machine, material and manpower. Manpower is the key of economic resources. Human beings control the organization, design the machine, and plans operation. He is the diamond for the growth and survival of an Organization considerably.

HR is the most vital part of resource required for an organization for its survival and growth.HR are the backbone of every organization in the first and it is going to the most important millennium because without it, in an organization cannot function on its own. Human resources capitalize, organize allocate resources and execute different function of an organization to realize its objective.

OPTCL is a service organization. Its primary objective is the transmission and distribution of power to different industrial,

agricultural and domestic consumers. Initially Orissa State Electricity Board (OSEB) was convinced with mission to provide infrastructure facility for the growth of industrial sectors of the state. As Govt. could not continue its subsidiary any more, reform was inevitable. GRIDCO requires a large quality of manpower and for it’s proper functionary planning manpower carefully and correctly as become important.

Many important activities are undertaken by organization. These can include technology upgrades, quality process, and industrial issues. These initiatives are important but they must be related to an underlying basic of many organizational and human resources (HR) programme and initiatives.

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 outsources some of the process to recruitment agencies. External recruitment is the process of attracting and selecting employees outside the organization.

OBJECTIVE OF THE STUDY

The study encloses and analyzes the picture of various task performed during recruitment and selection process.

The following objectives are as follows-

To identify general practices that OPTCL uses to recruit and select its employees.

To know to what extent the procedures are meeting the organizational goals.

RESEARCH METHODOLOGY

The present study is based on an analysis of the primary and

secondary data collected. The methodology of this study can be

summarized into the following steps-

Selection of topic

Preparation of questionnaire

Collection of data

Tabulation of data

Analyzing of data

Preparation of report

SELECTION OF TOPIC

Recruitment and Selection is the most important part of the

organization. The basic thing needed in each and every organization

is recruiting and selecting the employees.

PREPARATION OF QUESTIONNAIRE

The thrust of the study is on the collection of primary data. Hence

the first job, after the selection of the topic was the preparation of

the questionnaire. The questionnaire consists of questions related to

the recruitment and selection procedures in OPTCL.

SAMPLING METHOD

OPTCL is a vast organization having branches all over Orissa. It was

not possible to go there. Hence the sample included only the major

department in the corporate office of OPTCL in Bhubaneswar.

Sampling was done on the basis of “stratified random sampling”.

DATA COLLECTION

Different types of data collected in the research work constituted

the body of this report. The data collected were in different

methods. However the data can be classified into broad categories

basing upon their source of collection.

PRIMARY DATA

These are the data, which were collected through scheduled

questionnaire directly from the organization people.

SECONDARY DATA

These are those data, which were collected from seminar reports

etc. it provided the important information regarding the

organization structure, manpower etc. the organization.

DATA TABULATION

Various data collected through questionnaire were tabulated as per

the situation. Each question’s response was tabulated.

DATA ANALYSIS

The analysis of data, which is the ultimate step of this report, was

done basically through highest percentage of responses against each

question.

PREPARATION OF REPORT

Finally the report was prepared based on the analysis of the data,

collected literature study and the visual observation.

SAMPLING

OPTCL is a large enterprise. The researcher had to select the head

office of OPTCL at Bhubaneswar at the place of research. The

sampling universe for the study was the executives of all the

departments of the office.

The respondents were selected from junior executives to the DEM

level. The sampling Technique used was random sampling failing

into consideration the availability of the executive. The sampling

sizes of 50 executives were considered for the study.

FORMATION OF O.S.E.B:

With the provision for the Indian electricity supply Act-98 the state govt. constituted the Orissa state electricity board a statutory authority which comes into existence in March 1961. The board was charged with the responsibility of generation, transmission, and distribution of energy. Due to heavy commercial losses, the board did not give attention to the quality and reliability of power supply to its consumer. So, it is decentralized. The restructuring of OSEB was done on 01.04.1996 under the Orissa state Electricity reform Act 1995.

The power sector in Orissa was vertically integrated, as it was in all the other states of India and the Orissa State Electricity Board (O.S.E.B) has the responsibility of a major share of generation, the entire transmission and total distribution of electricity within the state. In effect it was a single monotonic entity over the years; the OSEB has become in capable of meeting the demand for adequate and reliable power. Things has come to such a pass that it was vertically; impossible for OSEB to be an economically; visible bud.

Heavily dependent upon government subsidies burdened with heavy and mounting debts, ridden with consumer defaults and created by twin problems of inadequate resources of investment and high losses, the future locked block. The government of Orissa is compelling reasons to explore new arrangements. Reforms and

restructuring and become imperative. The power sector program of Govt. of Orissa is closely linked to the New Economic Policy (NEP) of the Govt. of India.

Power Sector Reforms in Orissa

Orissa State Electricity Board (OSEB) was carrying out the integrated task of generation, transmission, distribution as well as supply of electricity in Orissa till 1996 when Orissa Electricity Reform Act1995 came into force primarily for structural, institutional and regulatory organization of the electricity industry and also to make avenues for participation of private sector Entrepreneurs in the electricity sector. In the process of unbundling of electricity sector in the state, Grid Corporation of Orissa Ltd.(GRIDCO), now called GRIDCO limited, incorporated under the company’s Act, 1956 was vested with the transmission, distribution and retail supply business with effect from 01.04.1996.The hydro generation was assigned to Orissa Hydro power Corporation (OHPC) and the only thermal plant at lb remained with Orissa Power Generation Corporation(OPGC).

Further restructuring was made by reorganization of the Distribution and Retail Supply Business of GRIDCO during 1996-97 with the creation of four Strategic Business Units (SBU) or Zones. To facilitate the process of privatization, the four division zones were converted into four companies i.e. CESCO, WESCO, NESCO, SOUTHCO, which were incorporated on 19.11.1997 under the Company’s Act, 1956 as wholly owned subsidiaries of GRIDCO.GRIDCO through a process of international competitive bidding disinvested 51% equity holding in NESCO, WESCO, and SOUTHCO on 01.04.1999 and also disinvested 51% equity in CESCO

on 01.09.1999, thus privatizing the entire Distribution and Retail supply business in Orissa.

Subsequently with the enactment of the Electricity Act, 2003, the Govt. of Orissa through notification of a Transfer Scheme transfered the transmission business of GRIDCO and vested the same with Orissa Power Transmission Corporation Limited(OPTCL) with the effect from 01.04.2005. OPTCL registered on 29th march 2004 under the company’s Act, 1956, is a wholly owned Government Company. Under the Transfer Scheme, OPTCL has been notified as the State Transmission utility (STU) and is also mandated to discharge the State Load Dispatch Functions. Under the provisions of the Electricity Act, 2003, OPTCL is a deemed transmission licensee. It undertakes the activities of transmission of electricity in the state of Orissa under regulatory control of Orissa Electricity Regulatory Commission (OERC) and also in compliance of the provision of the Orissa Electricity Reform Act, 1995 and Electricity Act, 2003. OPTCL commenced its commercial operation from the FY 2005-06.

OPTCL-The state Highway for Power

Well -coordinated Power Transmission system Intra and inter- state Transmission of Electricity Grid operation and maintenanceUltra modern Load Dispatch (SLDC)Quality Man-powerOperate about 10489 ckt.km of Transmission lines at 400kv, 220kv and 132kv levels and 86 Grid sub-stations including switching stations.(as on 01.01.2009)

Commitment

Electricity to all in an affordable priceSteer Power growth on a planned path

Mission & Vision

MISION:

The following are the mission of the company.

Plan & operate the Transmission system so as to ensure that transmission system built, operated and maintained to provide efficient, economical and coordinated system of Transmission and meet the overall performance standards.

To upgrade the transmission system network so as to handle power to tune of 3000 MW by the year 2009 for 100% availability of power to each family.

To maintain the system losses at par with that of national level.

To impart advanced techno managerial training to the practicing engineers and work force so as to professionalize them with progressive technology and capable commercial organization of the country so as to build up the most techno-commercially viable model of the country.

VISION:

The following are the vision of the company.

o To build up OPTCL as one of the best transmission utility in the country in terms of uninterrupted power supply, minimizing the loss, contributing to state’s industrial growth.

o Development of a well coordinated transmission system in the back drop of formation of strong National Power Grid as a flagship, endeavor to steer the development of Power System on planned path leading to cost effective fulfillment of the objective of ‘Electricity to All’ at affordable price.

Core objectives

The core objectives of OPTCL are as follows:

To undertake transmission and wheeling of electricity through intra- State Transmission system.

To discharge all functions of planning and coordination relating to intra State, inter State transmission system with Central Transmission Utility, State Govt. Generating Companies, Regional Power Board, Authority, Licensees or other person notified by State Govt. in this behalf.

Ensure development of an efficient and economical system of intra state and inter State transmission lines for smooth flow of electricity from generating stations to the load centers.

Provide non-discriminatory open access to its transmission system for use by any licensee or generating company or any

consumer as and when such open access is provided by the State Commission on payment of transmission charges/surcharge as may be specified by the State Commission.

Exercise supervision and control over the intra-state transmission system, efficient operation and maintenance of transmission lines and substations and operate State Load Dispatch Centers to ensure optimum scheduling and dispatch of electricity and to ensure integrated operation of power systems in the State.

Restore power at the earliest possible time through deployment of emergency Restoration system in the event of any Natural Disasters like super cyclone, flood etc.

  Infrastructure

The following are the infrastructure facilities that OPTCL has:

Extra High Voltage transmission system 86 grid sub-stations including switching stations with 1575

bays 10489 ckt km of transmission lines at 400kv, 220kv and 132kv

levels. Started commercial operation from 01.04.2005 only as a

Transmission Licensee. (a deemed Transmission Licensee under Section 14 of Electricity Act, 2003)

Notified as the State Transmission Utility (STU) by the State Govt. and discharges the State Load Dispatch functions.

Number of employees as on (01.05.2009) : 3767Executives-714, Non-Executives - 3053

Number of posts vacant as on 01.05.2009: 1782Executives-845, Non-Executives- 937

Number of Pensioners as on 01.05.2009: 6600 Number of Grid S/S including switching stations – 81 Length of EHT lines – 9550 Ckt-Kms. Number of Bays – 1506

New challenges

The new challenges taken by OPTCL are:

Large scale industrialization Massive Rural Electrification through RGGVY and BGJY Accelerated growth in Generation Capacity To face the future competition from private sector Minimize loss of business due to moving away of small

gaps connected at 33kv and 11kv from OPTCL network. Reduce Transmission loss, which is hovering around

4.5% to 5%.

BOARD OF DIRECTORS

Sri. C.J.Venugopal, IAS Chairman cum MD, OPTCL

Sri. Bijaya Kumar Pattnaik, IAS

Principal secretary to Govt.P.E. dept

Govt. of Orissa.

Sri. Pradeep Kumar Jena, IAS Commissioner -cum -secretary to govt. dept of energy, Govt. of Orissa.

Sri S.N.Sarangi, IAS Special secretary to Govt. Finance dept. Govt. of Orissa.

Sri. Dhirendra Kumar Roy, Ex-Chairman, OERC

Sri. Sachi Kant Mahapatra Ex-Chairman, OSEB

Sri. Khirod Kumar Nath Director(Engineering)

Organization structure

CHAPTER – IV

THEORITICAL VIEW OF RECRUITMENT & SELETION

RECRUITMENT AND SELECTION PROCEDURE

Both recruitment and selection are the two phases of the employment process.

1. The recruitment is the process of searching the candidates for employment and stimulating them to apply for jobs in the organization WHEREAS selection involves the series of steps by which the candidates are screened for choosing the most suitable persons for vacant posts.

2. The basic purpose of recruitments is to create a talent pool of candidates to enable the selection of best candidates for the organization, by attracting more and more employees to apply in the organization and the basic purpose of selection process is to choose the right candidate to fill the various positions in the organization.

3. Recruitment is a positive process i.e. encouraging more and more employees to apply where as selection is a negative process as it involves rejection of the unsuitable candidates.

4. Recruitment is concerned with tapping the sources of human resources where as selection is concerned with selecting the most suitable candidate through various interviews and tests.

5. There is no contract of recruitment established in recruitment where as selection results in a contract of service between the employer and the selected employee.

The Purpose and Importance of Recruitment are given below:

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

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

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

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

Increase the pool of job candidates at minimum cost. Help increase the success rate of selection process by decreasing number of visibly under qualified or overqualified job applicants.

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

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

Begin identifying and preparing potential job applicants who will be appropriate candidates.

Increase organization and individual effectiveness of various recruiting techniques and sources for all types of job applicants

Recruitment Process

The recruitment and selection is the major function of the human resource department and recruitment process is the first step towards creating the competitive strength and the recruitment strategic advantage for the organizations. Recruitment process involves a systematic procedure from sourcing the candidates to arranging and conducting the interviews and requires many resources and time. A general recruitment process is as follows:

Identifying the vacancy:

The recruitment process begins with the human resource department receiving requisitions for recruitment from any department of the company. These contain:

• Posts to be filled

• Number of persons

• Duties to be performed

• Qualifications required

Preparing the job description and specification. Locating and developing the sources of required number and type of employees (Advertising etc). Short-listing and identifying the prospective employee with required characteristics. Arranging the interviews with the selected candidates. Conducting the interview and decision making.

The recruitment process is immediately followed by the selection process i.e. the final interviews and the decision making, conveying the decision and the appointment formalities.

Sources of Recruitment

Every organization has the option of choosing the candidates for its recruitment processes from two kinds of sources: internal and external sources. The sources within the organization itself (like transfer of employees from one department to other, promotions) to fill a position are known as the internal sources of recruitment. Recruitment candidates from all the other sources (like outsourcing agencies etc.) are known as the external sources of The recruitment.

Internal Sources of Recruitment

Some Internal Sources of Recruitments are given below:

1. TRANSFERS

The employees are transferred from one department to another according to their efficiency and experience.

2. PROMOTIONS

The employees are promoted from one department to another with more benefits and greater responsibility based on efficiency and experience.

3. Others are Upgrading and Demotion of present employees according to their performance.

4. Retired and Retrenched employees may also be recruited once again in case of shortage of qualified personnel or increase in load of work. Recruitment such people save time and costs of the

organizations as the people are already aware of the organizational culture and the policies and procedures.

5. The dependents and relatives of Deceased employees and Disabled employees are also done by many companies so that the members of the family do not become dependent on the mercy of others.

External Sources of Recruitment

1. PRESS ADVERTISEMENT

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

2. EDUCATIONAL INSTITUTES

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

3. PLACEMENT AGENCIES

Several private consultancy firms perform recruitment functions on behalf of client companies by charging a fee. These agencies are particularly suitable for recruitment of executives and specialists. It is also known as RPO (Recruitment Process Outsourcing)

4, EMPLOYMENT EXCHANGES

Government establishes public employment exchanges throughout the country. These exchanges provide job information to job seekers and help employers in identifying suitable candidates.

LABOUR CONTRACTORS

Manual workers can be recruited through contractors who maintain close contacts with the sources of such workers. This source is used to recruit labor for construction jobs.

UNSOLICITED APPLICANTS

Many job seekers visit the office of well-known companies on their own. Such callers are considered nuisance to the daily work routine of the enterprise. But can help in creating the talent pool or the database of the probable candidates for the organization.

EMPLOYEE REFERRALS / RECOMMENDATIONS

Many organizations have structured system where the current employees of the organization can refer their friends and relatives for some position in their organization. Also, the office bearers of trade unions are often aware of the suitability of candidates. Recruitment Management can inquire these leaders for suitable jobs. In some organizations these are formal agreements to give priority in recruitment to the candidates recommended by the trade union.

RECRUITMENT AT FACTORY GATE

Unskilled workers may be recruited at the factory gate these may be employed whenever a permanent worker is absent. More efficient among these may be recruited to fill permanent vacancies.

Factors Affecting Recruitment

Internal Factors Affecting Recruitment

The internal factors or forces which affecting recruitment and can be controlled by the organization are 1. RECRUITMENT POLICY The recruitment policy of an organization specifies the objectives of recruitment and provides a framework for implementation of recruitment programmes. It may involve organizational system to be developed for implementing recruitment programmes and procedures by filling up vacancies with best qualified people.

FACTORS AFFECTING RECRUITMENT POLICY

• Organizational objectives

• Personnel policies of the organization and its competitors.

• Government policies on reservations.

• Preferred sources of recruitment.

• Need of the organization.

• Recruitment costs and financial implications.

HUMAN RESOURCE PLANNING

Effective human resource planning helps in determining the gaps present in the existing manpower of the organization. It also helps in determining the number of employees to be recruited and what qualification they must possess.

SIZE OF THE FIRM

The size of the firm is an important factor in recruitment process. If the organization is planning to increase its operations and expand its business, it will think of hiring more personnel, which will handle its operations.

COST

Recruitment incur cost to the employer, therefore, organizations try to employ that source of recruitment which will bear a lower cost of recruitment to the organization for each candidate.

GROWTH AND EXPANSION

Organization will employ or think of employing more personnel if it is expanding its operations.

External Factors Affecting Recruitment

The external factors which are affecting the recruitment are the forces which cannot be controlled by the organization. The major external forces are:

1. SUPPLY AND DEMAND

The availability of manpower both within and outside the organization is an important determinant in the recruitment process. If the company has a demand for more professionals and there is limited supply in the market for the professionals demanded

by the company, then the company will have to depend upon internal sources by providing them special training and development programs.

2. LABOUR MARKET

Employment conditions in the community where the organization is located will influence the recruiting efforts of the organization. If there is surplus of manpower at the time of recruitment, even informal attempts at the time of recruiting like notice boards display of the requisition or announcement in the meeting etc will attract more than enough applicants.

IMAGE / GOODWILL

Image of the employer can work as a potential constraint for recruitment. An organization with positive image and goodwill as an employer finds it easier to attract and retain employees than an organization with negative image. Image of a company is based on what organization does and affected by industry. For example finance was taken up by fresher MBA’s when many finance companies were coming up.

POLITICAL-SOCIAL- LEGAL ENVIRONMENT

Various government regulations prohibiting discrimination in hiring and employment have direct impact on recruitment practices. For example, Government of India has introduced legislation for reservation in employment for scheduled castes, scheduled tribes, physically handicapped etc. Also, trade unions play important role in recruitment. This restricts management freedom to select those individuals who it believes would be the best performers. If the

candidate can’t meet criteria stipulated by the union but union regulations can restrict recruitment sources.

UNEMPLOYMENT

One of the factors that influence the availability of applicants is the growth of the economy (whether economy is growing or not and its rate). When the company is not creating new jobs, there is often oversupply of qualified labor which in turn leads to unemployment.

COMPETITORS

The recruitment policies of the competitors also affect the recruitment function of the organizations. To face the competition, many a times the organizations have to change their recruitment policies according to the policies being followed by the competitors.

Recent Trends in Recruitment

The following trends are being seen in recruitment:

OUTSOURCING

In India, the HR processes are being outsourced from more than a decade now. A company may draw required personnel from outsourcing firms. The outsourcing firms help the organization by the initial screening of the candidates according to the needs of the organization and creating a suitable pool of talent for the final selection by the organization. Outsourcing firms develop their human resource pool by employing people for them and make available personnel to various companies as per their needs. In turn, the outsourcing firms or the intermediaries charge the organizations for their services.

Advantages of outsourcing are:

Company need not plan for human resources much in advance Value creation, operational flexibility and competitive advantage turning the management's focus to strategic level processes of HRM Company is free from salary negotiations, weeding the unsuitable resumes/candidates. Company can save a lot of its resources and time

POACHING/RAIDING

“Buying talent” (rather than developing it) is the latest mantra being followed by the organizations today. Poaching means employing a competent and experienced person already working with another reputed company in the same or different industry; the organization might be a competitor in the industry. A company can attract talent from another firm by offering attractive pay packages and other terms and conditions, better than the current employer of the candidate. But it is seen as an unethical practice and not openly talked about. Indian software and the retail sector are the sectors facing the most severe brunt of poaching today. It has become a challenge for human resource managers to face and tackle poaching, as it weakens the competitive strength of the firm.

E-RECRUITMENT

Many big organizations use Internet as a source of recruitment. E-recruitment is the use of technology to assist the recruitment process. They advertise job vacancies through worldwide web. The job seekers send their applications or curriculum vitae i.e. CV through e mail using the Internet. Alternatively job seekers place their CV’s in worldwide web, which can be drawn by prospective employees depending upon their requirements.

SELECTION TESTS:-

There are 8 types of tests which are used as selection methods to evaluate an applicant.

Intelligence testAptitude testAchievement testsSituational testsInterest testPersonality testPolygraph testGraphology

CHAPTER-V

RECRUITMENT & SELECTION PROCEDURE IN OPTCL

OPTCL OFFICER’S RECRUITMENT POLICY

The policy, framed under clause 8 and 11 of OPTCL Officers service Regulations, shall be called as

“OPTCL OFFICER’S RECRUITMENT POLICY” and shall come into force with effect from the date of approval by the board of Directors of OPTCL, (hereinafter called the “company”).

Definitions:

Words not defined in this policy will carry the meaning as defined under OPTCL Officers Service Regulations.

Objectives:

These are the objectives that OPTCL has:

To meet the man power requirement of the company with necessary qualification, skill merit and overall suitability in terms of the approved Human Resource Plan.

To attract, select and retain the best talents available keeping in view the changing needs of the organization.

To ensure an objective and reliable system of selection. To ensure the continuity of the management and

systematic succession planning for senior and key positions in the officers cadre.

To integrate officers into a cohesive team.

Scope and Coverage:

Subject to Regulation in regard to promotion and career advancement of existing officers these rules shall cover induction of officers including management trainees from open market in all levels and departmental employees against internal circulars.

Vacancy estimation:

The Director (HR) in consultation with other functional Directors shall prepare an estimation in the month of January of each calendar year, the vacancies existing or likely to arise in all grades of posts in that calendar year. And for the purpose of filling up the vacancies, the Director HR may utilize panel of reserve candidates if any , and /or resort to any of the methods of recruitment as outlined hereinafter, with the approval of chairman-cum-managing Director.

Recruitment Frequency:

Ordinarily, there shall be an annual recruitment to the vacancies in all grades of posts in each calendar year, unless the recruitment is by process of promotion and unless the Board decides to adopt more recruitment for particular post(s) existences.

The Director HR shall consider the selection committee finalizes the panel of candidates and submit it. Director HR shall carry the recruitment process forward even if the panel for appointment for a particular calendar year is received after the expiry of the calendar year.

Induction level and manpower budget:

Ordinarily, the initial induction level of officers shall be in E1 level as Management Training subject to subsequent appointment in E-2 level (For Diploma in Engg. And equivalent qualification in non-Engg. Discipline) orE-3 level ( for degree in Engineering and equivalent post graduate qualification in non-engg. Discipline as the case may be on successful completion of the training period. However, depending upon the requirement of the management, officers may be inducted at different levels of the officer’s grade subject to the provisions in the Service Regulations.

All the inductions shall be subject to and in accordance with the approved manpower, Budget of the Company in discipline/cadre-wise.

Cadre/Discipline and Qualification:

For the purpose of recruitment, the posts in the company shall be grouped into separate cadres/disciplines based upon qualification, experience, etc.

Experience and Age Limit:

The HRD committees of the Board may amend, modify, vary add to the prescribed qualifications, experience and age for any post at any time depending upon the specific requirement of the Company.

In case new cadres are formed in future, the company shall from time-to-time lay down the prescribed qualifications and experience accordingly.

The date of birth shall be as declared by the applicant in his application form from verified from his matriculation/HSC school Final Certificate issued by the Council/Board.

Recruitment procedure

The Recruitments of the company are made by one or more of the following methods to be decided by the HRD committee before each Recruitment.

Direct recruitment: Recruitment from among interested Indian citizen, who met the prescribed specifications.

Departmental recruitment: Recruitment from among interested employees of the company who meet prescribed specifications. This will not be governed by the policy guidelines relating to promotion from lower grades.

Promotion: Recruitment through promotion from lower grades who met prescribed specifications as per the Company’s Promotion Policy.

Deputation: Recruitment through deputation from central/state Government or other public sector enterprises.

Direct Recruitment

The method of Recruitment shall be as follows:

The HR Dept. shall invite applications in consultation with the other dept. furnishing information regarding nature and duties of the post.

The advertisement inviting applications shall be published in leading local and national newspaper and magazines to be decided by the HR dept. before each recruitment process.

On receipt of the applications, a scrutiny of the applications shall be made by HR dept. in consultation with the respective functional heads to shortlist applications meeting the prescribed specifications.

Director HR shall arrange to conduct a written test. On the basis of number of posts, the qualifying marks in the written test shall be finalized and all those who qualify shall be called for a personal interview.

The director HR shall in consultation with the CMD and the Director (finance) decide the sitting fees, other fees/allowances to be paid to the outside experts nominated as members of the selection committee.

The selection committee shall finalize a panel of selected candidates on the basis of marks in the written test (wherever prescribed), the interview and other relevant factors. The selection committee shall arrange the names of the selected candidates in order of their merit adjudged during the selection process, which shall be the select list for appointment.

The panel of reserve candidates, which shall not exceed 50% of the number of advertised vacancies and shall maintained for one year from the date of completion of the selection process. The appropriate appointing may use

Selection committee:

For posts of E1 to E4:

Concerned functional directorDirector (HR)

C.G.M/S.G.M/G.M. of the concerned discipline

Outside experts

Chairman

Member Convener

Member

Member

For posts of E5 to E9:

CMD

Concerned functional directorDirector (HR)

C.G.M/S.G.M/G.M. of the concerned discipline

Outside experts

Chairman

Member

Member

Member Convener

Member

Departmental recruitment:

The HR dept. shall invite applications through office circulars furnishing information regarding nature and duties of the post,

eligibility criteria for the post including qualifications, experience, age limits etc.

On the receipt of the applications, the HR dept. in consultation with the respective functional heads shall make a scrutiny of the applications to shortlist application meeting the prescribed specifications.

Then the procedure will be done as in direct recruitment.

Direct recruitment and departmental recruitment can be made together, depending upon the circumstances.

Deputation:

When a post is to be filled by deputation, as detailed herein, the governing principle shall be, to secure the services of the persons most suitable to the post in the minimum possible time.

Period of deputation

The deputation period shall not be allowed to exceed six years under any circumstances. In case of each deputations, the director (HR) in consultation with the concerned functional directors will decide within a period of one year from the date of appointment or at least three months before expiry of the deputation period, whichever is later, whether the deputations has to be continued on deputation , absorbed or reverted.

Benefits:

The retirement and other benefits such as seniority, leave, provident fund contribution, gratuity etc. to be allowed to the deputations on

absorption shall be regulated as per the decisions of HRD committee on case-to-case basis.

Selection method for Direct and Departmental Recruitment:

In OPTCL the employees are divided into different categories. Executive

E-1-Management trainee

E-2-Junior Manager

E-3-Assistant Manager

E-4-Deputy Manager

E-5-Manager

E-6-Assistant General Manager

E-7-Deputy General Manager

E-8-General Manager

E-9-Senior Manager

E-10-Chief General Manager

Non-executive

Cadre-1 cadre-2 cadre-3

Ministerial Technical Finance

So candidates up to level E-5 (manager) including Management Trainees shall be selected on the basis of written test and personal interview. Fifty percent marks in the written test (45% for SC/ST

candidates) shall be qualifying marks for personal interview. Overall merit shall be criteria for final selection and empanelment.

For the post of E-6 (Asst. General Manager) to E-9 (sr. General Manager) selection shall be on the basis of personal interview only.

For departmental candidates, besides written test/ personal interview, annual Appraisal reports as available for the immediate past three years shall be taken into consideration for deciding the suitability.

The convener of the selection committee shall make available the following to the chairman and other members of the committee regarding the candidates at the time of interview.

Data for selection committee:

Copy of the advertisementBio-data sheet of the candidatesApplication of the candidateTest results, if anyAppraisal reports and commentsGuidance for career makingNumber of vacancies and reservation position under ORV Act, where required

Reservations for SC/ST, Women etc.

The directives of Govt. of Orissa regarding reservation and age relaxation for scheduled caste, scheduled tribes as per the ORV Act and for the OBC, ex-servicemen, women physically handicapped and other categories under the statute issued from time-to-time shall be followed.

Other Requirements of Recruitment:

Unless it is permissible under the personal law applicable and legal, no candidate who has more than one spouse living or who, having a spouse living contacts another marriage which is void by reason of its taking place during the life time of such spouse shall be eligible for appointment to any of the posts in the company.

The corporation may decide on a bond for a minimum period of service. The persons recruited will have to sign a bond to serve a minimum period if so required by the terms of appointment provided that the management trainee shall always be required to give a bond for serving a minimum period.

Medical Examination:

All appointments in the company shall be on probation for a minimum period of twelve months date from the date of joining. During this period of probation an officer appointed through direct recruitment shall be liable to be discharged from the service of the company without notice or without assigning any reason at the sole discretion of the appointing authority.

An officer appointed through deputation shall be liable to be reverted to his/her previous/parent organization without notice, or without assigning any reason, at the sole discretion of the appointing authority.

Confirmation:

During the period of probation steps shall be taken to verify the character antecedent from the appropriate authorities. Subject to

satisfactory completion of probation, medical fitness and character antecedent (CAV) reports, the officer shall be considered for confirmation. The confirmation order shall be issued in writing.

In event there are adverse remarks in the CAV reports, which disentitles an officer for the service, his service shall be summarily terminated, without notice.

Increments:

Ordinarily, no increment shall be granted unless an officer is confirmed in writing. However, when receipt of CAV report is taking a long time, based upon other factors, annual increment may be released on provisional basis.

The date of grant of annual increment shall be extended where the competent authority has extended the probation of the officer.

CHAPTER-VI

DATA ANALYSIS

Data plotting and analysis

1- Do you have staff suitably trained to take recruitment & selection decisions?

Category of response

No of response Percentage

Yes 17 34%

No 25 50%

Cannot say 8 16%

50% of the employees feel that the recruiting staffs are not trained properly. But 34% are agreeing that there are trained staffs for recruiting the candidates.

2. You are satisfied with the process of recruitment in OPTCL.

Category of response

No of response Percentage

Strongly agree 31 62%

Agree 8 16%

Disagree 4 8%

Strongly disagree 5 10%

undecided 3 6%

From the above data it is found that 62% of the total respondents (50) are strongly agree with the recruitment & selection procedure.

3- How did you come to know about the vacancy, when applying for OPTCL?

Category of response No of response Percentage

Advertisement 32 64%

Walk-ins 10 20%

Job portals 8 16%

campus 0 0%

undecided 0 0%

About 60% of employees agree that they come to know about the vacancies through advertisements in newspapers.

4. You think the interview process adopted by OPTCL for judging the merit of the candidate is appropriate.

Category of response No of response Percentage

Strongly agree 30 60%

Agree 10 20%

Disagree 6 12%

Strongly disagree 4 8%

undecided 0 0

Here 60% of the total respondents strongly agree the interview process adopted by OPTCL for judging the merit of the candidates.

5. Which of the following attracted you to apply for the job at OPTCL?

Category of response No of response Percentage

Salary 3 6%

Opp. For growth 8 16%

Job security 31 62%

Brand name 8 16%

About 60% of the employees are attracted to work in OPTCL is the job security as it comes under state Govt.

6. How often recruitment is done in OPTCL?

Category of response No of response Percentage

Yearly 50 100%

Half yearly 0 0%

Quarterly 0 0%

Monthly 0 0%

All the employees agree that the recruitment & selection procedure is done in a yearly basis in OPTCL.

7. You think the medical examination conducted by OPTCL is suitable.

Category of response No of response Percentage

Strongly agree 10 20%

Agree 25 50%

Disagree 10 20%

Strongly disagree 5 10%

Undecided 0 0%

Most of the employees (50%) agreed that medical examination is a healthy approach done by OPTCL to make a healthy environment in the organization.

8. You think the probation period given to the candidates after the final selection is appropriate.

Category of response No of response Percentage

Strongly agree 10 20%

Agree 25 50%

Disagree 10 20%

Strongly disagree 5 10%

undecided 0 0%

About 50% of the employees feel that the probation period of 1 year given to the employees after their final selection is a healthy process as it makes them to work perfectly.

9. OPTCL should also take help of different institution, university to meet its recruitment.

Category of response No of response Percentage

Strongly agree 31 62%

Agree 15 30%

Disagree 2 4%

Strongly disagree 2 4%

Undecided 0 0%

In OPTCL most of the employees are very strongly agree that OPTCL should take help of different institutions to meet its recruitment.

11-do you feel in your department people work in a team & are quite committed to their assigned work?

Category of response No of response Percentage

Yes 30 60%

No 16 32%

Cannot say 4 8%

Here 60% of people speaks that the employees are having a good team work and they do their assigned job perfectly.

12-If opportunity is given you would like to change your job at higher salary to any other company, any power sector.(national/state level)

Category of response No of response Percentage

Strongly agree 30 60%

Agree 16 32%

Disagree 2 4%

Strongly disagree 2 4%

Undecided 0 0%

From the above data it is seen that 60% are strongly agree to

Change their job at higher salary to any other company, any power sector. (National/state level)

CHAPTER-VII

LEARNINGS, CONLUSION AND SUGGESTIONS

LEARNING FROM THIS PROJECT

From the two month summer project I got some points to learn.

Learnt the process of recruitment and selection adopted by

OPTCL.

How to deal with the Hr executives.

Learnt how to work in an organization.

Learnt the gesture and posture while meet with a Hr executive.

Learnt the difference between job sites.

Conclusions from the study:

The following are the conclusions drawn after the thorough study of the recruitment and selection procedure in OPTCL.

-There are inadequate staff suitably trained to take recruitment and selection decisions. Therefore there is a need to have well trained staff for recruitment and selection.

-according to the maximum number of respondents the company has decided to go for advertisements in news paper for vacancies. They also go for job portals sometimes to get suitable candidates.

-as perceived by the staff, the final selection criteria for any post are mostly based on the merit of the candidates.

-majority of the employees feel that the job security is something that attract the persons to join in OPTCL.

-according to the respondents the medical examination after the selection procedure, provided by the organization is appropriate/suitable.

-the probation period for the staff after joining is appropriate as perceived by the majority of the respondents.

-the staff belongs to OPTCL resort a team work and also committed to their work.

-as per the majority o the staff mentioned, they can change their job at any time for higher salary.

SUGGESTIONS

The study on recruitment & selection at OPTCL was found to be difficult in nature.

The process & policy are is to understand for difficult for any manager who is practicing it. Thus it is difficult for an inexperienced person who is in the process to be a manager. The study is based on the practical aspects of recruitment & selection. Suggestion regarding this topic is quite conveyable. It is very difficult to give suggestion due to unable to find any major faults. Still some from project point of view is acceptable.

The written test should be more technical in case of technical candidates.

Group discussion should be introduced in the selection process.

More efficient new methods of recruitment should be employed.

A proper career planning for the employees should be done.

The advertisements done by the company should not be only print media. They also can use audio-visual Medias.

All the activities done in OPTCL should be up to dated in its own website, which will be a better media to know about the company and which can be better media for all the activities done here & sharing.

Along with written test & personal interview, group discussion also should be included in the selection procedure.

New methods of recruitment like RPO (recruitment process outsourcing) should be introduced.

They should give equal importance to the external recruitment like they give to internal recruitment process.

Recruitment program should be changed because most of people feel recruitment programmed is not designed according to organizational need. Fresh recruitment should be in OPTCL, because most of people feel there is no surplus manpower.

LIMITATION OF THE STUDY

While conducting the research, there are a number of difficulties/hurdles that a researcher has to face and so this present study has also gone through some limitations. These are listed below:--

The main problem is that most of the executive as well as workers were busy with their normal works, so they could not spare much of their time.The company is being big concern and has huge records and data. It was being very difficult to go through all these cases and study them in full details.The study demand confidential, sensitive and classified information. So it is not easy in parts of functions manager are very busy in their schedule, so the time given by them is very less.

TIMING PROBLEM:

The executives of OPTCL have their own schedule to workout. During my project they try to spare some valuable timing with me. During that time they clearly make me understand the system of OPTCL; provide me with all details about permanent recruitment.

HIGH VOLUME OF RECORDS TO GO THROUGH:

The company is being concern and has huge records and data, and it was very difficult to go through all the cases and study them in full details. As my project has a time limit, so only I cover few portions of those records and case studies.

Confidential records and data are not shared

The study demand confidential, sensitive and classified information. So it is not easy in parts of concerns manager to share all the data. The details about employees’ payment and the share of OPTCL. It is generally kept secret. Then at times I need the details of clients and their name but it is a confidential matter for them to share.

Busy schedule of HR executives

At organization the HR executives have their own priorities to do. When a contract is signed with any client along with position details the contract is assigned to the best fit executives of OPTCL so they always remain busy in searching the right candidate for the client. So the HR executives are not find enough time to work with me.

CHAPTER-VIII

BIBILOGRAPHY

BIBLIOGRAPHY

Biswajit pattnayak, ‘Human Resource Management’, 2nd

Edition.

Gary Dessler, ‘Human resource management’, 10th Edition

Aswathapa, ‘Human Resource management’

ROBERT M. NOE, WAYNE MONDY,(2007), ‘human resource management’

Elearn Limited (Great Britain), Pergamon Flexible Learning, (2005), ‘Recruitment & Selection’

www.optcl.co.in www.citehr.com http://recruitment.naukrihub.com/sources-of-

recruitment.html