Recruitment and Selection

A

Project Report on

“RECRUITMENT AND SELECTION”

AT

DATAPOINT INFO SOLUTIONS (P) LTD

A Project report submitted to Osmania University, Hyderabad

In partial fulfillment for the award of the degree of

MASTER OF BUSINESS ADMINISTRATION

By

S.SWAPNA

(Reg. No. 132209672038)

Under the esteemed guidance of

Mrs. ARUNA JYOTHI

SRI INDU PG COLLEGE

(Affiliated to Osmania University)

HYDERABAD

1

DECLARATION

I here by declare that this Project Report titled “RECRUITMENT AND

SELECTION” AT DATAPOINT INFO SOLUTIONS (P) LTD” submitted by me to

the Department of Master of Business Administration is a bonafide work done by me.

This project is in partial fulfillment of the requirement for the award of degree of

“MASTER OF BUSINESS ADMINISTRATION” by “SRI INDU PG COLLEGE”.

and it is not submitted to any other university or institution for the award of any degree or

diploma/ certificate or published any time before.

(S.SWAPNA)

PLACE: HYDERABAD

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ACKNOWLEDGEMENT

I take exuberant pleasure in thanking Mr.Murthy.SS(Manager –

Operations) for giving me this privilege opportunity to work on the project

Recruitment and Selection and Deepika (HR executive) for their able

guidance and valuable suggestions and sparing their precious time to

helping me systematically executing my project work and extending their

fullest cooperation and giving me in completing this project successfully.

I would like to express my dead sense of gratitude and

reverence to our principal Mr. Sadashiva Rao for his valuable guidance in

bringing shape to this dissertination.

My sincere thanks to Mr.Sundar, HOD of MBA department,

Mrs.Aruna Jyothi, project guide, and also thanks to all our faculty

members who have indirectly helped me in making this project a great

success.

S.SWAPNA

3

INDEX

CONTENTS PAGE.NO

Chapter-1 PROJECT DETAILS

1.1 Introduction 1

1.2 Definition 1

1.3 Objectives of the study 2

1.4 Purpose/ Importance of the study 2

1.5 Need for the study 3

1.6 Scope of the study 4

1.7 Research Methodology 4

1.8 Limitations of the study 6

Chapter-2

INDUSTRY PROFILE 7

COMPANY PROFILE 11

Chapter-3 INTRODUCTION TO RECRUITMENT

AND SELECTION

3.1 Meaning of Recruitment 22

3.2 Recruitment Policy 23

3.3 Sources of Recruitment 24

3.4 Recruitment Techniques 29

3.5 Selection 31

3.6 Selection Process 32

4

CHAPTER-4 REVIEW OF LITERATURE 36

CHAPTER-5 RECRUITMENT AND SELECTION

PROCESS AT DATA POINT

5.1 Data Point Recruitment Process 39

5.2 Recruitment Cycle Time 42

5.3 Sourcing Resumes for Recruitment 43

5.4 Selection Tests 46

CHAPTER-6 ANALYSIS AND INTERPRETATION

6.1 Analysis and Interpretation 56

6.2 Summary 77

6.3 Findings 78

6.4 Suggestions 78

6.5 Learning’s from the Project 79

6.6 Conclusion 79

ANNEXURE 80

BIBLIOGRAPHY 84

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CHAPTER-1

PROJECT DETAILS

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1.1 Introduction:

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

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

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

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

Recruitment is essential because of frequent labour turnover.

In order to meet the expansion programs which bring in more business arising from improvements effected in slump period, Recruitment is unavoidable.

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

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

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

1.2 Recruitment and Selection:

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

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

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1.3 Objective Of The Study:

To understand the purpose, nature and style of Recruitment Policy followed in

Data Point Info Systems Pvt ltd.

To identify different stages, techniques and processes involved in recruitment,

selection of personnel in the company.

To examine the employees perception about the effectiveness of the recruitment

system at Data point.

To examine the pitfalls or deviation that the process has, if any existing, which are

hurdles in the growth of the organization and suggest suitable recommendations.

1.4 Purpose/Importance Of The Study:

Determine the present and the future requirements of the organization on

conjunction with its personnel planning and job analysis activities.

Increase the pool of job candidates at minimum cost.

Help increase the success rate of the selection process by reducing the number of

visibly under qualified or over qualified job applicants.

Meet the organization’s legal and social obligations regarding the composition of

its work force.

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Increase organizational and individual effectiveness in the short term and long

term.

Help reduce the probability that job applicants once recruited and selected, will

leave the organization only after a short period of time.

Evaluate the effectiveness of various recruiting techniques and sources for all

types of job applicants.

1.5 Need For The Study:

The need for the study is to attract people with multi-dimensional skills and

experiences that suit the present and the future organizational needs.

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

the job.

Understanding the importance of HR procedures and policies and its importance

in the organizations.

Vacancies due to promotions, transfers, retirement, termination, permanent

disability, death and labour turnover.

Creation of new vacancies due to growth, expansion and diversification of

business activities of an enterprise. In addition, new vacancies are possible due to

job specification.

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1.6 Scope Of The Study:

The study helps the organization to attract and retain best employees which helps

in focusing upon the production of the organization which leads to profit

maximization.

The study also helps in building up a two-way channel of communication between

management and workers thereby leading to employee satisfaction.

1.7 Methodology Of The Study:

The methodology used for the study is as follows:

Interaction with Sr. Associate:

Based on the Questionnaire (Annexure)

Telephonic Interactive Sessions

Data regarding the study has been collected by the questionnaires and through

Telephonic Interactive Sessions.

Questionnaire:

It is the most commonly used method of data collection. It consists of a set of

questions that have been administered to the HR Manager and collected information

regarding an assignment. It is the important part of the study, which helped me in

drawing the analysis.

SOURCES OF DATA:

To carry on the study the required data was collected from the types of sources of data

collection i.e.,

PRIMARY DATA:

The various means and sources of data were as below:

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Primary sources include the Data point Team support and the data was obtained through

regular interaction with Data point Team members.

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

was taken care that all process and methods applied in recruiting and selecting the

personnel in Datapoint, were keenly observed for 4-5 weeks and a note was made

here and there when necessary,

Questionnaire: A well designed questionnaire was circulated among the

employees and the candidates and all the responses were recorded and analyzed

SECONDARY DATA:

Secondary sources were the Inter-net search and the existing Datapoint recruitment

manual.

The profile of the company, concepts of recruitment and selection, recruitment process of

DataPoint and many other topics were extracted from the various sources of secondary

data. Some of them are as below:

Company website

The company’s recruitment manual

And other academic theoretical references.

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

SAMPLING:

The employee perception of recruitment and selection was done through

questionnaire mainly. A sample was chosen for this.

Process understanding: Support from Sr. Associate

Analyzing the data of different sources: 100 profiles

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1.8 Limitations:

In understanding the study some problems were encountered such as:

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

per the convenience of the respondents.

The study has been constrained by limitations of time.

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CHAPTER -2

INDUSTRY AND COMPANY PROFLE

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2.1 Industry Profile:

The Information Technology (IT) industry has become of the most robust industries in

the world. IT, more than any other industry or economic facet, has an increased

productivity, particularly in the developed world, and therefore is a key driver of global

economic growth. Economies of scale and insatiable demand from both consumers and

enterprises characterize this rapidly growing sector.

Both software development and the hardware involved in the IT industry include

everything from computer systems, to the design, implementation, study and

development of IT and management systems.

Owing to its easy accessibility and the wide range of IT products available, the demand

for IT services has increased substantially over the years. The IT sector has emerged as a

major global source of both growth and employment.

The IT industry can serve as a medium of e-governance, as it assures easy accessibility to

information. The use of information technology in the service sector improves

operational efficiency and adds to transparency.

SOFTWARE DEVELOPMENT:

Software development is the set of activities that results in software products. Software

development may include research, new development, modification, reuse, re-

engineering, maintenance, or any other activities that result in software products.

Most methodologies share some combination of the following stages of software

development:

Market research

Gathering requirements for the proposed business solution

Analyzing the problem

Devising a plan or design for the software-based solution

Implementation (coding) of the software

Testing the software

Deployment

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Maintenance and bug fixing

Data point provides effective customized software solutions by using

universal-accepted technologies such as .NET, JAVA, TESTING, ERP and others. Our

ability to create result-oriented solutions are strengthen and empowered a pool of a highly

talented and skilled professionals designers, developers, consultants and others.

DATAPOINT is highly equipped web development center giving growing opportunities

to expand their knowledge and skills as per the changing requirements and market trends.

With our quality hands-on experience in software development, we have already created

a number of solutions in relation to fulfillment of needs pertaining to different industries

including travel & tourism, real estate, art & entertainment and such others. We promise

and deliver end-to-end and cost-effective solutions for companies and give them a fair

chance to gain better than they are getting now.

Recruitment:

Recruitment refers to the process of screening, and selecting qualified people for a job at

an organization or firm, or for a vacancy in a volunteer-based organization or community

group. While generalist managers or administrators can undertake some components of

the recruitment process, mid- and large-size organizations and companies often retain

professional recruiters or outsource some of the process to recruitment agencies. External

recruitment is the process of attracting and selecting employees from outside the

organization.

The recruitment industry has four main types of agencies: employment agencies,

recruitment websites and job search engines, "headhunters" for executive and

professional recruitment, and in-house recruitment. The stages in recruitment include

sourcing candidates by advertising or other methods, and screening and selecting

potential candidates using tests or interviews.

Also known as a employment agencies, recruitment agencies have historically had a

physical location. A candidate visits a local branch for a short interview and an

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assessment before being taken onto the agency’s books. Recruitment consultants then

work to match their pool of candidates to their clients' open positions. Suitable candidates

are short-listed and put forward for an interview with potential employers on a temporary

("temp") or permanent ("perm") basis.

Outsourcing is beneficial for both the corporate organizations that use the outsourcing

services as well as the consultancies that provide the service to the corporate. Apart from

increasing their revenues, outsourcing provides business opportunities to the service

providers, enhancing the skill set of the service providers and exposure to the different

corporate experiences thereby increasing their expertise.

The advantages accruing to the corporate are:

turning the management's focus to strategic level processes of HRM

accessibility to the expertise of the service providers

freedom from red tape and adhering to strict rules and regulations

optimal resource utilisation

Structured and fair performance management.

a satisfied and, hence, highly productive employees

value creation, operational flexibility and competitive advantage

Therefore outsourcing helps both the organisations and the consultancies to grow and

perform better.

Corporate Training:

The term training refers to the acquisition of knowledge, skills, and competencies. People

within many professions and occupations may refer to this sort of training as professional

development. Training has specific goals of improving one's capability, capacity, and

performance.

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Today's highly competitive marketplace has put great emphasis on important elements

like the effective use of resources, increased productivity, faster product development and

time to market to beat the competition and succeed. This has increased the need for

complex systems and shorter product life cycle. The work force should be trained on

these complexities to meet the goal of the organization. This has necessitated the

corporate training model where the companies utilize the expertise of experienced

trainers for their project specific customized training needs. These training programs are

also organized for skill development and retention of the existing workforce.

The needs of the growing industry are varied as they depend largely on the customer

requirements. Leveraging our experience in corporate training for last 1 year, we have

formulated content for some of the frequently conducted programs .We are also open for

offering customized programs as per client's need.

These programs range from Induction level programs for the fresh recruits to customized

project specific programs to the team leads and project managers. Some of the salient

features are

Experienced trainers and consultants with an experience ranging from 4 years to

10 years.

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

customers.

Well defined course content and course material.

Well planned practical sessions and assignments for most of the programs.

Good infrastructure and learning ambiance for effective and comfortable learning

experience.

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DATAPOINT INFO SOLUTIONS PVT LTD

2.2 Company Profile:

"Data point is established in 2001 as an IT Consulting and Staffing Company. On the

verge of expansion Datapoint gradually moved the operations to Software Development

and Web Designing.”

Overview

Software Development

Our responsibility encompasses Analyzing, Designing and Developing Software Products

meant for automating the manual process.

Web Designing

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

solutions.

IT Staffing

Datapoint constantly works with clients’ requirements and has huge experience in a range

of fields like Microsoft Technologies.

Corporate IT Training

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

client locations.

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DIVISIONS:

Software Development

Datapoint’s responsibility encompasses Analyzing, Designing and Developing Software

Products meant for automating the manual process.

Datapoint is a Information Technology and Software Development industry with a vision

of creating a competitive advantage with Software and becoming the most valued partner of our

clients, we deliver high quality Business Management Solutions, Custom Software

Development, Application Development, Project Management, Software Testing and Quality

Assurance. Datapoint provides Offshore Software Development services & solutions.

Expertise of Datapoint:

Research & Development Projects

Software & integration engineering

Joint ventures

Client Problem Solving

1. Web Designing:

Datapoint’s design and development team is able to support clients with innovative and

cutting edge solutions which aim to leverage the power of the internet and are tailored to unique

business requirements.

Datapoint has highly talented and experienced developers and designers, who provide

high end creative web solutions to our customers. Datapoint is specialized in development tools

like HTML, DHTML, XML, ASP .Net, C#, Flash, etc. and provide services like

Web Development

Web Designing

Graphics & animation

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Datapoint has been successful in various web development projects like E-Commerce

sites for various industries, Website integration with ERP, Intranets, Multimedia presentations

and projects, animated movies, Promotion collaterals and marketing materials for our clients.

Datapoint has vast experience of search and selection procedures and has well developed

screening methods to find the ‘right fit’.

2. IT Staffing

Data point constantly works with clients’ requirements in mind. Precisely Datapoint has

huge experience in a range of fields like Microsoft Technologies.

Datapoint identifies potential sources, gather resumes of suitable candidates, conduct

initial screening and makes arrangements for the clients to interview the short listed candidates.

In Contract Services, Datapoint can meet the clients' most specific needs by sourcing and

managing the right professionals with the relevant experience and the correct attitudes. Datapoint

has been successfully assisting many companies in the IT industry in sourcing the contract

professionals.

3. Recruitment

Recruitment is also done through advertisement in Newspapers for people with prior

experience.

The hiring process typically consists of 4 stages.

· Computer based interview (CBI)

· Group Discussion (GD)

· Psychometric test

· Personal Interview

4. Corporate Training:

To become a more skillful communicator or increase the managerial effectiveness or

simply wish to upgrade PC skills, Datapoint helps the customers to up gradate skills and

knowledge.

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Datapoint identifies a variety of skill development areas and provide numerous

opportunities for employees to become more productive and effective.

Datapoint views the training program as a true competitive advantage. Proficiency in

these areas translates not only greater opportunities for individual career growth, but benefits the

teams.

5. Training Areas:

Technical Training

Project Management

Leadership/Management

Change Management

Career Development

Interpersonal Skills

Client Care

Datapoint’s competitive advantage:

Works for Fortune 500 customers.

Have exposure to mature Quality practices and processes.

Work on best-of-breed technologies.

Takes up challenging and end-to-end projects.

Benefit from mentoring by experienced seniors.

Keep the skills of the employees upgraded by continuous learning.

Work in a competitive, free and healthy environment.

Locations

India

Singapore

U.S.A

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Management Team

The management team defines Datapoint’s journey with vision and integrity

The People

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

Professionals.

Alliances

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

Values

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

Infrastructure

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

Innovation

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

innovation.

Awards and Achievements:

The HR Division

Datapoint Offers Career opportunities in various technologies to support its internal

development team and also Clients' staffing requirements. Datapoint has about 6 years of

expertise in recruitments. To meet the client's talent acquisition challenges for a globally

competitive and diverse work force Datapoint offers tailor made staffing solutions in various

technologies to all the clients

Datapoint is uniquely positioned - geographically and strategically to help organizations

achieve their business goals through effective and cost efficient solutions for their Business

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needs. Datapoint has a focused approach which is targeted to meet the requirements of end users

and is quality-centric. After having worked with varied vertical and Business lines, Datapoint has

gained expertise in various Business Domains that have given Datapoint an edge over others.

Datapoint believes in satisfaction of the clients through compelling and well-focused websites

and web solutions that ultimately result in business generation for the client’s too.

Datapoint Fact File Location Management

Team

Our People

Software Consulting

And development

company Based in

Hyderabad,

Establish in 2001.

India

Singapore

U.S.A

Works with

Vision and

Integrity.

Home to many

Commited,talented

And ambitions

Young IT

Professionals.

Alliances Values Infrastructure Innovation

Best-in-class alliances

to deliver best of breed

Solutions to clients.

Intensity

to Win, Act

with Sensitivity

and

Unyielding

Integrity

The secure,

robust,

and agile

infrastructure

has been rated

best-in the

Industry.

Deliberate and

sustained

commitment to

innovation.

Services

Datapoint provides a full range of outsourcing services and solutions to businesses

leaders, both large and small. The clients of Datapoint feel confident and secure as Datapoint

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provides the clients with the best people, the best tools, and the assurance that Datapoint team

will be there at every step of the way ... until success is achieved.

IT Consulting & Staffing

Based on the assignment specifications given by the clients, Datapoint identifies potential

sources, gather resumes of suitable candidates, conducts initial screening and redirects the

process for the clients to interview the short listed candidates.

In Contract Services, Datapoint meets the clients' most specific needs by sourcing and

managing the right professionals with the relevant experience and the correct attitudes. Datapoint

has successfully assisted many corporate in the IT industry in sourcing contract professionals.

Hiring Process at Datapoint

Recruitment is also done through advertisement in Newspapers for people with prior

experience. Datapoint has been actively in the profession of sourcing IT professionals from the

year 2000. Datapoint has placed candidates from different skill sets with varying levels of

experience. Having established a reputation as a good placement organization, Datapoint

constantly approaches adept professionals, in pursuit of better opportunities, which helps

Datapoint maintain an updated database of present and potential IT connoisseurs in demand at

home and in abroad.

Datapoint endeavors to be a pioneer in Recruiting and manpower consulting, thanks to

strategic alliances with leading multinational companies in India and US of America. Datapoint’s

technically competent, experienced, and certified consultants will help the clientele to get the

right manpower at the right time. Datapoint takes pride in having top-notch companies who

makes the company enable faith in the future through maintaining high quality in screening,

hiring and management.

Datapoint has identified a number of areas of thrust in the emerging and ever growing IT

industry and virtue of which, the company focuses all energy to get on to the fast track in the

shortest possible period. Datapoint pursues requirements from leading Corporate in India and

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abroad. Datapoint is also entering into a memorandum of understanding with leading companies

in India & USA for placements.

“Datapoint, unlike other companies knows the Industry requisites and what an

organization expects from a candidate and henceforth trains the students accordingly so

that they can get in to the market with more confidence.”

Datapoint not only trains extensively on technologies but also on soft skills. Datapoint

also motivates the students to implement the projects on their own, which gives them a real time

exposure towards the same

Mission

“Our mission is to identify, recruit and facilitate quality manpower who are technically

strong, dynamic and determined, as we are, for the future belongs to those who think and prove

global.”

Datapoint’s Expertise:

The company guarantees reliable and productive candidates, which evinced the fact that

over 94% of the clientele have done repeat businesses with it.

“Simplifying Opportunities”: It’s more than just a slogan. The entire business is geared

towards helping the clients to successfully complete and implement their critical I.T initiatives in

a timely and cost efficient manner. Datapoint’s job is to provide, “Excellent manpower which

makes the organization” so that it can be more successful and continue to be the leader in the

industry.

Services:

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

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Database:

Data point’s Core competence lies in its strong Database .The Database is divided

accordingly based on various technologies.

Datapoint feels a Strong sense of pride in having business associates & alliances in

India, US, Singapore & Malaysia with 80,000 - strong database of software professionals.

The database keeps growing every day.

Datapoint has about 80K Profiles of Various Professional and with various experience

levels. About 40%-45% of the profiles are active.

Datapoint do has profiles of IT professionals On various Technologies like- Java/J2EE,

Core JAVA, C,C++,VC++,COM, DCOM, Main Frames, EAIs, Testing Tools, Dot Net, Oracle,

People Soft, SAP etc. with various experience levels.

THE CLIENTELE:

Datapoint has Clients of various levels, right from Domestic IT majors to Top Level

MNCs in the Indian Market Like…

26

27

ORGANIZATION STRUCTURE

MANAGING DIRECTOR

MANAGER(HR &

OPERATIONS)

MANAGER ACCOUNTS

ASST MANAGEROPERATIONS

HR -EXECUTIVEASST MANGER

RECRUITMENTSADMINISTR

-ATOROFFICE

ASSISTANTSECURITY

TECH LEAD

PROGRAM COORDINATOR

JOP TEAM LEADS

SYSTEM ADMINISTRAT

-OR

RESOURCE LEAD

TEAM LEAD

ASST.TEAM LEAD

IT RECRUITERS

SOFTWARE ENGINEERS

RECRUITERS

ASST SYSTEM ADMINISTRAT

-OR

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CHAPTER-3

INTRODUCTION TO RECRUITMENT AND

SELECTION

29

3.1Recruitment

It is defined as a “process to discover the sources of manpower to meet the

requirements of the staffing schedule and to employ effective measures for attracting that

manpower in adequate numbers to facilitate effective selection of an efficient workforce.”

It can also be defined as the “process of searching for prospective employees and

stimulating them to apply for jobs in the organization.” Recruitment is only one of the

steps in the entire employment process.

It is generally followed by selection. It precedes the selection function and it

includes only finding, developing the sources of prospective employees and attracting

them to apply for the jobs in an organization, whereas the selection is the process of

finding the most suitable candidate to the job out of the Candidates attracted (i.e.

recruited).

Objectives of recruitment:

1. To attract people with multidimensional skills and experiences that suits the

present and future organizational strategies.

2. To infuse fresh blood with the all levels of the organization.

3. To induct outsiders with a new perspective to lead the company.

4. To develop an organizational culture that attracts competent people to the

company.

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5. To search for headhunt /head pouch people whose skills fit the company’s values

6. To devise methodologies for assessing psychological traits.

7. To seek out non-conventional development grounds of talent.

8. To design entry pay that competes on quality but not on quantum.

9. To search for talent globally and not just within the company

10. To anticipate and find people for positions that does not exist yet.

3.2Recruitment Policy:

Recruitment policy of an organization is derived from the personnel policies of

the same organization.

The following factors should be taken into account formulating recruitment policy. They

are:

1. Government policies

2. Personnel policies of other competing organization

3. Organization ‘s personnel policies

4. Recruitment sources

5. Recruitment needs

6. Recruitment costs

7. Selection criteria and preference etc.

RECRUITMENT STRATEGIES:

The recruitment strategies formulated by the companies include:

A) IN SOURCING OR OUTSOURCING:

Companies recruit the candidates, employ them, train and develop them and

utilize the human resources of these companies. This strategy is called In-sourcing. Some

organizations employ and develop the candidates with a view to provide the human

resources to other companies which concentrate on manufacturing, servicing and such

other activities.

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B) VAST AND FAST SOURCE:

The fast developing IT industry and high technology oriented industry invariably

require vast human resources within the short span of time. The best strategy to get vast

human resources immediately is Internet

3.3Sources Of Recruitment:

a) Traditional sources of recruitment

The sources of recruitment are broadly divided into internal sources and external

sources. Internal sources are sources within organizational pursuits. External sources are

sources outside organizational pursuits.

Internal sources:

These sources include

1. Present permanent employees

2. Present Temporary/Casual employees

3. Retrenched or retired employees

4. Dependents of deceased, disabled, retired and present employees.

Sources of Recruitment

Traditional Modern

External Internal

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1. Present Permanent Employees:

Organizations consider the candidates from this source to higher-level jobs due to

availability of most suitable candidates for jobs relatively or equally to the external

source, to meet the trade union demands and due to the policy of the organization to

motivate the present employees.

2. Present Temporary/Casual Employees:

Organizations find the source to fill the vacancies relatively at the lower level

owing to the availability of suitable candidates or trade union pressures or in order to

motivate them on the present job.

3. Retrenched or Retired Employees:

Generally, a particular organization retrenches the employees due to lack of work.

The organization takes the candidates for employment from the retrenched employees

due to obligation, trade union pressure and the like. Sometimes, the organizations prefer

to re-employee their retired employees as a taken of their loyalty to the organization or to

postpone some interpersonal conflicts for promotion etc.

4. Dependents of Deceased, Disabled, Retired and Present Employees:

Some organizations function with a view to develop in the commitment and

loyalty of not only employee but also his family members and to build up image and

provide employment to the dependent(s) of deceased, disabled, retired employees. Such

organizations find this source as an effective source of recruitment

External Sources:

External sources include

1. Campus Recruitment

2. Private Employment Agencies/Consultants

3. Public Employment Agencies

4. Professional Associations

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5. Data Banks

6. Casual Applicants

7. Similar Organizations and

8. Trade Unions

1. Campus Recruitment:

Different types of organizations like industries, business firms, service

organizations, social or religious organizations can get inexperienced candidates of

different types from various educational institutions like colleges and universities

imparting education in Science, Commerce, Arts, Engineering and Technology,

Medicine, Management studies etc.

2. Private Employment Agencies/Consultants:

Private Employment Agencies or Consultants like ABC consultants in India

perform recruitment functions on behalf of a client company by charging fees.

Line managers are relieved from recruitment functions so that they can

concentrate on their operational activities and recruitment functions are entrusted to a

private agency or consultants.

3. Public Employment Exchanges:

The government set up Public Employment Exchanges in the country to provide

information about vacancies to the candidates and to help the organizations in finding out

suitable candidates.

4. Professional Organizations:

Professional Organizations maintain complete bio-data of their members and

provide the same to various organizations on requisition. They also act as an exchange

between their members and recruiting firms in exchanging information, clarifying doubts

34

etc. Organizations find this source more useful to recruit the experienced and professional

employees like executives, managers, and engineers.

5. Data Banks:

The management can collect the bio-data of the candidates from different sources

like employment exchange, educational training institutes, candidates etc. and feed them

in the computer.

6. Casual Applicants:

Depending upon the image of the organization, its prompt response, participation of the

organization in the local activities, level of unemployment, candidates apply casually for

jobs through mail or handover the applications in the personnel department. This would

be a suitable source for temporary and lower level jobs.

7. Similar Organizations:

Generally, experienced candidates are available in the organizations producing

similar products or are engaged in similar business. This would be the most effective

source for executive positions and for newly established organizations or expanded

organizations.

8. Trade Unions:

Generally, unemployed or under employed persons or employees seeking change

in employment put a word to the trade union leaders with a view to getting suitable

employment due to latter’s intimacy with the management. Management decides about

the sources depending

Upon the type of candidates needed time lapse period etc. It has to select the recruitment

technique(s) after deciding upon the source.

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b) Modern Sources of Recruitment

These include Walk in and consultant in, head hunting, body shopping, mergers

and acquisitions, Tele-recruitment and outsourcing.

1. Walk-In:

The busy organizations and the rapid changing companies do not find time to perform

various functions of recruitment. Therefore, they advise the potential candidates to attend

for an interview directly and without a prior application on a specific date, time and at a

specified place. The suitable candidates from among the interviews will be selected for

appointment after screening the candidates through tests and interviews.

2. Consult-In:

The busy and dynamic companies encourage the potential job seekers to approach

them personally and consult them regarding the jobs. The companies select suitable

candidates from among such candidates through the selection process.

3. Head-Hunting:

The companies request the professional organizations to search for the best

candidates particularly for the senior executive positions. The professional organizations

search for the most suitable candidates and advise the company regarding the filling up of

the positions. Headhunters are also called ‘search-consultants’.

4. Body Shopping:

Professional organizations and the hi-tech training institutes develop the pool of

human resources for the possible employment. The prospective employers contact these

organizations to recruit the candidates. Otherwise the organizations themselves approach

prospective employers to place their human resources. These professional and training

36

institutions are called ‘body shoppers’ and these activities are known as body shopping.

This is mostly used for computer professionals.

5. Mergers and Acquisitions:

Business alliances like acquisitions, Mergers, and take-over help in getting human

resources. In addition companies do also have alliances in sharing their human resources

on Ado basis.

6. E-Recruitment:

The technological revolution in telecommunications helped the organizations to

use Internet as a source of recruitment. Organizations advertise the job vacancies through

the www. The job seekers send their applications through the email using Internet.

7. Outsourcing:

Some organizations recently started developing human resource pool by employing

the candidates for themselves. These organizations do not utilize the human resources;

instead they supply HRS to various companies based on their needs on temporary or ado

basis.

3.4 Recruitment Techniques :

Recruitment Techniques

Traditional Modern

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Recruitment techniques are the means or media by which management contacts

stimulate them to apply for jobs. Management uses different types of techniques to

stimulate internal and external candidates.

These techniques are classified as “traditional techniques” and “modern techniques”.

Traditional Techniques include:

1. Promotions:

Most of the internal candidates would be stimulated to take up higher responsibilities

and express their willingness to be engaged in the higher-level jobs if the management

gives them the assurance that they will be promoted to the next higher level.

2. Transfers:

Employees will be stimulated to work in the new sections or places if the

management wishes to transfer them to places of their choice.

3. Advertising:

It is widely accepted technique of recruitment, though it mostly provides one-way

communication. It provides the candidates in different sources, the information about the

job and company and stimulates them to apply for the jobs. It includes advertising

through different media like newspapers, magazines of all kinds, radio, TV etc.

This technique should aim at:

. a. Attracting attention of the prospective candidates.

b.Creating and maintaining interest and

C.Stimulating action by the candidates.

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Modern Techniques:

1. Scouting:

It means sending the representation of the organizations to various sources of

recruitment with a view to persuading or stimulating the candidates to apply for jobs. The

representatives provide information about the company and exchange information and

they clarify the doubts of the candidates.

2. Salary and Perks:

Companies stimulate the prospective candidates by offering higher-level salary, more

perks, quick promotions etc.

3. ESOPs:

Companies recently started stimulating the employees by offering stock

ownership to the employees through their Employees

Stockownership Programs (ESOPs).

3.5 Selection:

The selection procedure is the system of functions and devices adopted in a given

company to ascertain whether the candidate’s specifications are matched with the job

specifications and requirements or not.

Selection is the process of finding out the most suitable candidate to the job out of

the candidates recruited. The selection procedure cannot be effective until and unless

requirements of the job to be filled have been clearly specified (Job Analysis etc.)

1. Employee Specifications (physical, mental, social behavioral etc.) have been

clearly specified.

1. Candidates for screening have been attracted.

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SIGNIFICANCE OF SELECTION PROCEDURE

The ability of an organization is to attain its goals effectively and to develop in a

dynamic environment largely depends upon the effectiveness of its selection

programmer. If right personnel are selected, the remaining functions of Personnel

Management become easier, the employee contribution and commitment will be at an

optimum level and employee-employer relations will be congenial.

3.6 Selection Process:

A) Job Analysis:

It is the basis for selecting the right candidate. Every organization should finalize

the job analysis, job description, job specification and employee specifications before

proceeding to the next step of selection.

B) Human Resource Plan:

Every company plans for the required number of and kind of employees for a

future date. This is the basis for recruitment function.

C) Recruitment:

It refers to the process of searching for prospective employees and stimulating

them to apply for jobs in an organization.

D) Development Bases for Selection:

The company has to select the appropriate candidates from the applicant’s pool.

The company develops or borrows the appropriate bases for screening the candidates in

order to select the appropriate candidates for the jobs.

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E) Resume/Bio-data/CV:

This is also known as application form. The technique of application form or CV

is traditional and widely accepted for securing information from the prospective

candidates. It can also be used as a device to screen the candidates at the preliminary

level. Information is generally required on the following items in the application forms:

1. Personal background information

2. Educational attainments

3. Work experiences

4. Salary

5. Personal details

6. References

F) Written Examination:

The organizations have to conduct written examination for the qualified

candidates after they are screened on the basis of the application blanks so as to measure

the candidate’s ability in arithmetical calculations, to know the candidates’ attitude

towards the job, to measure the candidates’ aptitude, reasoning, communication,

knowledge in various disciplines.

G) Preliminary Interviews:

The preliminary interview is to solicit necessary information from the prospective

applicants and to assess the applicant’s suitability to the job. It is useful as a process of

eliminating the undesirable and unsuitable candidates. They are short and known as

stand-up interviews or screening interviews.

H) Test:

Psychological tests play a vital role in employee selection. A Psychological test is

essentially an objective and standardized measure of sample behavior from which

inferences about future behavior and performance of the candidate can be drawn

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I) Interview:

Testing usually follows final interview. This is the most essential step in the

process of Selection. In this step, the interviewer matches the information obtained about

the candidate through various means to the job requirements and to the information

obtains through his own observation during the interview.

There are different types of interviews namely:

1. Panel Interview

2. Stress Interview

3. Group Interview

4. Informal Interview

5. Formal Interview

J) Medical Examination:

Certain jobs require certain physical qualities like clear vision, perfect hearing,

unusual stamina, tolerance of hard working conditions, clear tone etc. It reveals whether

or not a candidate possesses these qualities.

K) Reference Checks:

After completion of the final interview and medical examination, the personnel

department engages in checking references. Candidates are required to give the names of

references in their application forms

L) Final decision by the Line manager:

He has to make the final decision whether to select or reject a candidate after

soliciting the required information through different techniques. The line manager has to

make much care in taking the final decision not only because of economic Implications

and of the decisions but also because of behavioral and social implications.

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M) Job Offer:

The organization offers the job to the successful candidates either immediately or

after sometime depending upon its time schedule.

N) Employment:

The company may modify the terms and conditions of employment as requested

by the candidate. The company employs those candidates who accept the job offer with

or without modification of terms and conditions of employment and place them on the

job.

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CHAPTER-4

REVIEW OF LITERATURE

44

Title: Recruitment and Selection

Author(s): Gerard V. McMahon

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

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

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

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

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

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

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

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

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

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

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

Selection practices.

Title: Recruitment and Selection

Author(s): Carter McNamara

According to Carter McNamara, Human Resources Management (HRM) function

includes a variety of activities, and key among them is deciding what staffing needs you

have and whether to use independent contractors or hire employees to fill these needs,

recruiting and training the best employees, ensuring they are high performers, dealing

45

with performance issues, and ensuring your personnel and management practices

conform to various regulations. Activities also include managing your approach to

employee benefits and compensation, employee records and personnel policies. Usually

small businesses for-profit or nonprofit have to carry out these activities themselves

because they can't yet afford part or full-time help. However, they should always ensure

that employees have and are aware of personnel policies which conform to current

regulations. These policies are often in the form of employee manuals, which all

employees have.

Recruitment of staff should be preceded by an analysis of the job to be done,

written into a job description so that the selectors know what physical and mental

characteristics applicants must possess, what qualities and attitudes are desirable and

what characteristics are decided as disadvantages.

The main sources of recruitment are internal promotion and internal introductions,

careers officers, university appointment boards, agencies for the unemployed and

advertising

Interviewing can be carried out by individuals like supervisor or departmental manager

by panels of interviewers or in the form of sequential interviews by different experts and

can vary from a five minute chat to a process of several days. Ultimately personal skills

in judgment are probably the most important.

Based on the guidelines above, the researcher concludes that Human Resources

Management (HRM) is suitable for every company to have an improvement of their

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recruitment process. A deep analysis of the job description and the qualities of the

potential employee is being done using HRM. By doing this process, companies will

have a better choice of the best workforce that can contribute to the company’s growth.

Using HRM in the recruitment process is also cost effective. It can minimize errors in

employing incompetent individuals, thus, saving money for the company.

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CHAPTER-5

RECRUITMENT AND SELECTION PROCESS AT

DATAPOINT INFO SYSTEMS

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5.1 Data Point Recruitment Process:

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

process is as follows:

A) Order acceptance:

This is the first stage of the selection process where in the Senior Associates meet

the potential clients who have active requirements in the market. This is a business deal

between the Company and the consulting firm. It depends on the Terms and Conditions.

Here the Senior Associate interacts on various sources to track the profiles and the

process is initiated through mails.

B) Understanding of Requirements:

At this stage the Sr.Associates meet the concerned HR’s of the client company to

understand their requirements. At this point of time the respective recruiters to obtain

more clarity on the requirement could accompany the business developers.

C) Preparation of the requirement sheet:

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

Information regarding a requirement:

Designation

Experience Level

Skill set

Qualification

Salary

This sheet is posted in to the recruitment Tracker and the Senior Associate will assign

the Task of sourcing the profiles to the concerned recruiters and they are explained about

the positions clearly and given specific deadlines. The general process followed by

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Datapoint is getting the client company profile then a requirement analysis and then a list

of the target companies.

D) Commitment of deadlines:

In other words commitment of deadlines is nothing but TAT (Turn around Time).

After analyzing the requirement the concerned person commits on TAT to the client to

close the positions. Adhering to the committed TAT is very vital to the reputation of the

organization.

The break up of the TAT is as follows:

CV outflow- 9 hours

CV short listing (from client end) – 24 hours

Organizing interviews (by consultancy) – 36 hours

Short listing or closure of positions – 48 hours

E) Team setting:

This depends on the number of positions, criticality of the requirement and the

TAT, and the priority of the requirement.

1. Collection of Resumes:

Datapoint has mainly 3 ways of sourcing resumes:

2. Internal Database:

A common database is placed in Hyderabad. All branches across are linked to this

database.

3. Referrals:

Collecting references from the Candidates who have been interviewed

4. Employee referrals or by Word of mouth:

This is the best way of generating the quality resumes pertaining to the requirement.

For instance some of the portals that are used are “naukri”, “jobs ahead”, “times jobs”,

“monster” etc. This acts as an interface between the candidate and the client.

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5. Head Hunting:

Searching for the best candidates particularly for the senior executive positions. They

search for the most suitable candidates and advice the company regarding the filling up of

the positions. Headhunters are also called search consultants.

6. Short-listing Resumes:

After collecting resumes short listing happens on the following parameters:

1) Communication skills

2) Presentation skills

3) Qualification

4) Experience

5) Salary

6) Technical skills

Here the actual compilation of data takes place from the recruiter in the areas of sources,

and also comparing the hit ratio of the profiles from various sources takes place.

7. Arranging the interview with client:

Interviews are organized for the candidates who have been short listed by the

concerned senior recruiter wherein the client will again check on overall fitment of a

candidate.

8. Follow up for Offer letter for Short listed candidate

Client and short listed candidate are followed up for issue of offer letter and get

the date of Joining.

9. Closing the requirement:

This is the last stage of the recruitment process. At this stage a proper follow

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up is done on the candidate to ensure that he/she joins the company within the stipulated

time

5.2Recruitment Cycle:

RECRUITMENT CYCLE TIME:

To bring in more effectiveness, HR would follow a specific project deadline of 38

days (from the day it had received the approved manpower requisition) to hire a new

employee.

PHASE ACTIVITIES TIME

FRAME

1 Role identification, Job description, CV sourcing

& initial HR short listing

15 days

o Organizing the written tests 5

Organizing the first technical interviews 5

Organizing the final interview 4

Sessions to take the final decisions 3

2

Preparing the salary proposal, negotiate with the

selected candidate & offer closure

6days

The process schedule break is mentioned below

Examples of open questions for candidates:

Please tell us the problems you have handled as a programmer/supervisor?

Please tell us how do you work well within a team?

Please give us an example of how you have dealt with conflict within your team?

Examples of Closed ended questions for candidates:

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Have you handled problems as a programmer/supervisor?

Do you work well within a team?

Are you able to deal with conflicts?

STRATEGY DEVELOPMENT:

Once it is known the number and type of recruits are required consideration is

given to sources of recruitment to be considered. This step would enable analyzing

cost benefit of each source of recruitment.

a) Job Portals

b) Internal candidates

c) Advertisement on company website

d) Campus placements

e) Walk-inn

Companies where the required hires may be employed keeping the information

about the companies where in the desired applicant would be employed helps

sourcing the candidate on a job portal.

Time constraint: Time frame is laid down for each step in recruitment. It also

helps and evaluation of the process. This gives staffing members involved a clear idea

of any requirement or hurdles in the process

5.3Sourcing Resumes For Requirement:

1. JOB PORTALS:

The most preferred job portal at Datapoint is “timesjob.com”. Following are the

services provide by it:

SEARCH RESUMES

ADVANCED SEARCH: Go through the entire CV and search for the specific

details like current employer, designation, key skills, experience etc. The search

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should be comprehensive and powerful. It should be focused depending on the

requirement of the recruiter.

FULL RESUME SEARCH: Search the entire CV. The search should be broad

nothing important about the applicant should be missed.

ROLE SEARCH: Head hunting using the role and designations of the applicants

to get the targeted results.

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

instance sales manager.

REVIEW/MANAGE/MODIFY JOB POSTINGS:

Key words that describe job, fields to be searched, and dates can search postings.

2. REPOST INACTIVE JOBS:

Keywords that describe the job, fields to be searched, and dates, job types can

search postings

3. EMPLOYEE REFERALS:

This position is made to existing employees for referring friends and family

through my pal. The documents containing the details of manpower requisitioning

form are pasted on the various notice boards through out the premises of Datapoint

and also mailed to all the employees of the company. They also mention the name,

email addresses and contact number of the staffing partner concerned. The responses

is captured in a excel sheet containing the details of the employees referred. Name of

the candidate who is being referred, his or her experience, qualification, skills, and

location. The employees who refer suitable candidates are award the referral amount

is given only after the candidate is selected and completes three months of service.

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4. COMPANY WEBSITE:

The open positions are also publicized at the company website. This is done

through the help of corporate communication department. The details regarding the

positions, contact number of the staffing partner concerned and responses are

received. The received responses are sorted out in the same manner as employee

referral. The details of the candidates are maintained in an excel sheet and used as

source of database. This is revised regularly. The company website is an economical

source of recruitment, as it is simple to understand and potential employees keep a

regular check on it.

2. DATABASE:

The database is maintained in an excel sheet format and consists of resumes sent

to the business manager with details of candidates profiles, comments of the manager,

interview dates etc. If the requirement is such that a candidate is found not suitable

for a position in business unit, is found suitable for another unit, the candidate is then

reconsidered for a opening. By applying various filters of qualifications, experience,

position employer the data is made accessible in recruitment database..

An updated database is one of the important efforts to be made to streamline the

hiring process.

6. PRE SCREEN THE RESUMES:

The resumes received from various should be pre-screened before sending to the

business manager. The purpose of pre-screen is to remove the candidates who are

visibly unqualified for the job. It is done in the following way.

7. TELEPHONIC PRE SCEEN:

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The candidate is contacted over the phone and the following details are taken:

a) Ever interviewed before

b) Graduation, year of pass out

c) Total years of experience

d) Current employer and designation

e) Job responsibility

f) Total cost to company

g) Reason for leaving the present job

h) Time required to join

i) Relocation

8. SELECTION INTERVIEWS:

Selection is the process of picking the individuals with requisite qualification and

competence to fill the jobs in the organization .It is a very crucial process in any

organization for at least two reasons:

Firstly work performance depends on the individuals. The best way to improve

performance is to give people who have the competence and willingness to work.

Secondly the cost incurred in recruiting and hiring personnel speaks about the role

of selection.

Definition:

“It is the process of differentiating between the applicants in order to identify and

hire those with a greater likelihood of success in the job”

Selection is a long process commencing from preliminary interview of the

applicants and ending with the contract of employment .Selection is influenced by

several factors, the attitude of selector or panel of interview, overall viability of

candidate.

5.4Selection Tests:

a) Technical round of interview

b) HR round of interview

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b) Selection decision

c) Reference check

d) Medical Test

e) Job offer

f) Pool of rejected for database and networking

SELECTION TESTS:

The tests that are conducted are purely technical and aim at knowing the technical

knowledge of the candidate. The test is conducted only for those candidates with less

than three years of experience. Following tests are conducted:

o Technical paper-30 min

o Aptitude test -30 min

o English paer-10 min

Staffing team changes the paper every three months changes the test paper. The cut

off mark is hence different for different papers.

a) TECHNICAL ROUND OF INTERVIEW:

It is necessary that a panel of interview of at least three people take the

interview so that subjectivity is the most favoured selection technique at

Datapoint is interview. Interview is an in depth formal conversation conducted to

evaluate the applicant’s acceptability. It is considered to be an excellent selection

device. Its popularity is because of its flexibility; it can be adapted easily to

managerial skilled, unskilled and profession employees. It allows a two –way

exchange of information, the technical team learns about the applicant also learns

about Datapoint.

The selection interview consists of an extensive technical discussion; where in

the technical team asks various technical questions to the applicant. The applicant

is also asked to make the presentations, draw technical diagrams not included.

Initially the colleagues of vacant profiles take the interview and then only there is

final interview by project manager or senior manager.

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b) HR ROUND OF INTERVIEW:

The HR round of interview is not just a formality. Apart from salary

discussions and negotiations, various non technical abilities such as ability to

work under stress, decision making skills and time management are assessed in

the HR round of interviews.

The HR round is to ensure the candidate is not a mismatch in terms of work

culture, aspirations etc. After discussing about the candidates with the technical

team HR gives its final decision.

c) REFERENCE CHECK:

Company requests the names and addresses and occupations for the purpose of

the verifying and perhaps gaining background information on an applicant. Although

it is on the application form references are not usually checked until an applicant has

successfully reached the fourth stage of the sequential process. Previous employers,

colleagues can act as good references. Previous co workers are preferable because

they are already aware of the applicant’s performance.

d) SELECTION DECISION:

After obtaining the information through preceding steps, selection decision –the most

crucial part of all steps must be made .The views of all line managers will be generally

considered in the final selection because it is he who will be responsible for the

performance of new employees. The HR teams play a crucial role in the selection

process.

e) JOB OFFER:

The final step in the selection process is the job offer. The offer is made through an

offer letter. The offer letter is final confirmation from DataPoint as to the person has

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cleared all selection criteria except the medical testing. Following are the contents of the

offer letter:

Designation

Date of joining

Location

Business unit

Salary break up

Explanation on various components

Timing of office

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

f) MEDICAL TEST:

After selection decision and before the job offer made the candidate has to

undergo a physical examination. A job offer is contingent upon the candidate being

declared fit for after the medical examination.

Following are the objectives of physical fitness test:

To determine if the individual carries any infectious disease.

The test assists in determining whether the applicant is physically fit to perform

the work.

Medical check up protects with health defects from undertaking work that could

be detrimental to health or otherwise endanger the employer’s property. Finally

medical examination will protect employer from worker’s compensation claims that

are not valid because the injuries and illness were present when the employee was

hired.

Interviews determine if a potential candidate will be a finalist and if he shall suit

the job. A lot of things get clear during an interview. A face to face talk with the

candidate ensures that the recruiter evaluates the candidate on terms of attitude,

confidence and communication. The gaps that seem in the resume are also questioned

.The candidate may have an explanation for it. On the other hand if he is lying, then

he can be cross-questioned about it.

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g) Some of the objectives of the interviews are:

To get an opportunity to judge an applicant’s qualification’s and

characteristics as a basic for sound selection and placement.

To give an applicant essential facts about the job and the company you are

recruiting for.

To establish a rapport.

To promote a good will about the company whether interview culminates in

employment or not.

TYPES OF INTERVIEW:

Non structured interview

Patterned or structured interview

Depth or action interview

Stress interview

Panel or Board interview

Telephonic interview

The above mentioned interviews are all conducted at various levels of the

organizational recruitment. The nature of the job determines which of these

interviews would suit best. All the interviews are not conducted for all the job

profiles.

We shall now discuss the telephonic interview which is very instrumental in

selecting a potential candidate

THE TELEPHONIC INTERVIEW:

It is said that listening intently gives a good idea of what a person does not

say. The sound, intonations, the varying pressures that a prospective candidate

60

uses while he/she speaks tells a lot about his /her attitude. This in turn helps the

recruiter to judge that if a candidate would be suitable for the job or not.

Listening to the words used and their tone used gives immense messages

about the candidate. As a recruiter one has to be completely prepared before

taking a telephonic interview.

The following steps can be kept in mind while taking a telephonic interview:

You must take the CV next to you and make a note while taking the

interview.

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

approaching the candidate.

.

Do not display any negative emotion during the interview. Never to over

or under commit anyone.

CALL SCRIPT:

The call script is a pre formatted method of calling up a candidate while

approaching them for the job. It is professional and saves a lot of time.

There are basically 6 steps involved in the call script.

START:

STEP1:USE A PROFESSIONAL GREETING

STEP2:Reach the prospect

STEP3:Introduce yourself

STEP4:Provide reference if appropriate

STEP5:State the purpose of the call

STEP6:Seek the permission to continue

END

STEP1:Confirm agreement

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STEP2:Check for acceptance

STEP3:Thank the candidate on a positive note

QUESTIONING:

It is very important to ask permission to ask questions; otherwise it will feel

like interrogation to the candidates. To start off with, it is advisable to ask easy

questions first (the best things about their current situation), then ask about their

problems and them to expand their answers.

DEVISE INTERVIEW QUESTIONS:

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

2. Critical in the preparation process is the development of interview

questions that elicit tangible facts about the applicants.

Basically, two rules are kept in mind when framing the questions that will indicate

whether or not an applicant meets the requirement you established for the

positions:

RULE 1: Ask questions that concentrate on the applicant past performance to

permit reliable assumptions about the future success.

RULE2: Ask questions that relate to at least one of the listed requirements to

maximize the information you will gain in the allotted time.

GENERAL QUESTIONS:

Tell me about yourself?

What do you know about the company?

What are your goals?

What are your strengths and weaknesses?

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What has been your most significant contribution in your

college/previous organization?

Why should we hire you?

How would your friends describe you?

SPECIFIC QUESTIONS:

How would you resolve a conflict in your project team?

What was the most difficult decision you had to make?

Can you work under pressures and deadlines, etc..?

TRICK QUESTIONS:

You may be over qualified for this position?

What would you look for if you had to hire people?

If you had to change your educational stream again, what would you do

differently?

What career options do you have at the moment?

According to your definition of success, how successful you are so far?

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

a stress interview instead.

BODY LANGUAGE:

Gestures and body movement are unconscious forms of communication. They

are sign language that let you out so many secrets of the candidate regarding his

attitude and his thought process. They are reflex actions that we are not aware of.

As recruiter it is essential to keep watch for all these sign languages

GRAMMER, VOICE AND ACCENT CALIBERATION:

In times of globalization, what is more necessary is that one speaks in a

globally comprehensive language, rather than in the popular accent of America,

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British or Australian. One of the major criteria in the BPO-ITES industry is the

communication of the candidate which should be free from mother tongue

influence. That means the candidate should have neutral accent. If he has a neutral

accent then he is potential investment for that company.

INDIVIDUAL INTERVIEW:

The individual interview that takes place between a recruiter and the candidate

in the first session of their meetings gives vital information about the candidate’s

soft skills. The way he carries on a conversation and the direction in which he/she

drives it, is the first hand information about the candidate’s accent. Most of the

times get to know if the candidate fits in the job or not .But there are times when

the recruiter may not be very sure about his assessments. It is then he puts the

candidates into further assessments.

ASSESSMENT TESTS:

Some method’s to test the candidate’s suitability for the job process:

Passage test

Voice test

Paraphrase test

i) RATING SHEET:

The rating sheet is attached to the candidate information sheet. This rating

sheet has about ten parameters. The candidate is rated based on these parameters.

A rating of 1-7 is given, 7 being the highest and 1 being the lowest. The rating

sheet gives qualitative information about a candidate as he /she scored on the

different parameters a candidate is assessed on.

j)CANDIDATE INFORMATION SHEET FOR DATABASE:

The candidate information sheet is given to the candidate the moment he enters

Datapoint. He has to fill up the necessary information regarding his work experience, his

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qualification, valid email id, and phone number. The candidate is asked to write an

essay .This helps to analyze the thought flow of the candidate.

All these information is stored as a database for the company. So when any

recruiter leaves the organization or anybody needs reference check on any candidate after

sometime has passed, this is a good method.

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CHAPTER-6

ANALYSIS AND INTERPRETATION

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6.1 Analysis and Interpretation:

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

source for recruitment?

A) Job portals

B) Referrals

C) Head hunting

D) Existing database

Observation:

From the above, it is observed that46.67 % for Head Hunting, 26.67 % for

Referrals 13.33 % of the Data point opted for Job Portals, and 13.33 % opted for using

the Existing Database.

Interpretation:

It can be inferred that the majority of Data point found Head Hunting to be the

best source of recruitment

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2. To what extent the sources of the resources Data point has can satisfy the manpower

needs of their clients?

A) Maximum- 83.33%

B) Average- 16.67%

C) Minimum-0%

Observation:

From the above, it is observed that with the current resources 83.33% Data point

felt that it could meet the existing manpower needs of the clients whereas 16.67% feel

that it can satisfy their clients on an average basis.

Interpretation:

It can be inferred that Data point view that they satisfy the manpower needs of the

clients.

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3. What are the five major attributes that are considered at Data Point when a

candidate is short-listed?

Interpretation:

From the respondents it is inferred that they [Data point] look at the overall

fitment of the candidate like

1 Communication skills

2. Experience

3. CTC

4. Attitude

5. Technical skills

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4. What are the various screening methods of Data point?

A) C.V’s

B) Application Forms

C) Telephone

D) Letter

Observations:

This picture depicts that various screening methods are available and among which

curriculum vitae’s are the best with 34% and Application forms with 26% and

Telephonic method is the next method with 22% and letters 18% are the next things in

recruitment process.

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

A) Strongly Agree

B) Agree

C) Can’t say

D) Dis-Agree?

Observation:

Selecting the right candidate for the right job is the main source for the process and is

strongly with 80%, Agree, with 12%, Can’t say, with 6%, Agree, with 2% are the two

contributions in the process.

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6. To what extent does Data point correlate employee specification with job

specification?

A) Strongly Agree

B) Agree

C) Can’t say

D) Dis- Agree

Observation:

Employee specification is perfectly match with the job specification is

Strongly Agree with 62%,Agree with 28%,Can’t Say with 6% and Dis-Agree with 4%

are the two main contributions in the process.

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7. How would you rate the Service Rate in providing Quality CV’s?

A) Good

B) Average

C) Quality CV’s Poor

D) Excellent.

Observations:

From the above graph we depict that service rate for quality service from our clients

Excellent with 32% and Good with 45% are the main attributes in the process.

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8. What business related competencies are needed for recruitment?

A) Strategic Orientation

B) Knowledge of Business

C) Market Intelligence

D) Talent Mindset

S.No. Options %

1 Strategic

Orientation

20

2 Knowledge

Of

business

32

3 Market

intelligence

20

4 Talent

mind set

28

Total 100

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9. The clients are being attracted by the_________

A) On time service

B) Brand

C).Quality service

D) Right candidate at right place

S.no Options %

1 On time service 10

2 Brand 48

3 Quality service 32

4 Right candidate at

right place

10

Total 100

Clients are being attractedby

Right candidate at right place,

40%

Quality Service, 30%

2,Brand20%

ontime service, 10% 1

2

3

4

5

OBSERVATION:

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

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

A) Internal B) External C) Both

Options No. of respondents % of respondentsInternal 10 33.33External 2 6.67Both 18 60

Internal

External

Both

Interpretation:

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

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

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

11. How much experience you have in the organization?

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

Options No. of respondents % of respondents0-5 years 15 46.666-10 years 5 16.6711-15 years 5 16.6716-20 years 4 13.3321 and above 2 6.67

0-5 years

6-10 years

11-15 years

16-20 years

21 and above

Interpretation:

46.66% employees are having below 5 years of experience16.67% employees are having 6-10 years of experience16.67% employees are having 11-15 years of experience 13.33% employees are having 16-20 years of experience6.67% employees are having 6-10 years of experience

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

A) YESB) NO

Options No. of respondents % of respondentsYes 30 100%No 0 0

Yes

No

Interpretation:

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

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13. How often does the corporation recruit an employee?

A) Quarterly B) Half yearlyC) Whenever required

Options No. of respondents % of respondentsQuarterly 0 0Half yearly 0 0Whenever required 30 100

Quarterly

Half yearly

Whenever required

Interpretation:

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

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

A) NeverB) OccasionallyC) Always

Options No. of respondents % of respondentsNever 0 0Occasionally 0 0Always 30 100

Never

Occasionally

Always

Interpretation:

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

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

A) YesB) No

Options No. of respondents % of respondentsYes 30 100No 0 0

Yes

No

Interpretation:

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

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16. Do you have an employee referral programme?

A) YesB) No

Options No. of respondents % of respondentsYes 30 100No 0 0

Yes

No

Interpretation:

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

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

A) YesB) NoC) To some extentD) To large extent

Options No. of respondents % of respondentsYes 21 70No 0 0Some extent 9 30To large extent 0 0

Yes

No

Some extent

To large extent

Interpretation:

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

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

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

A) Highly satisfiedB) SatisfiedC) Average

Options No. of respondents % of respondentsHighly satisfied 2 6.67Satisfied 20 66.67Average 8 26.66

Highly Satisfied

Satisfied

Average

Interpretation:

Only 6.67% of the employees are highly satisfied with the present recruitment policy66.67% of the employees are satisfied with the present recruitment policy26.66% of the employees feel that changes are required.

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

A) Written Test B) Group Discussions C) InterviewsD) All the above

Options No. of respondents % of respondentsWritten Test 0 0Group discussion 0 0Interviews 30 100All the above 0 0

Written test

Group Discussion

Interveiws

All the above

Interpretation:

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

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

A) Yes B) No

Options No. of respondents % of respondentsYes 30 100%No 0 0

Yes

No

Interpretation:

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

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Analysis:

The data collected from the HR manager had been analyzed and used

understanding the recruitment process and the data collected from the recruiting team is

used for analyzing the effectiveness of recruitments from various sources.

6.2 Brief Summary:

After all the tests the candidate has gone through, the candidate is sent to the client

company for the last HR round or any other rounds of interview that he has to attend. But

the recruitment mainly constitutes of the above mentioned methods. The process of

recruitment ends with hiring the candidate on a temporary or permanent basis. After he

has been given the offer letter and told the joining date, the candidate has to sign on

contract papers with the temping company. If the candidate is hired by the client

company on a temporary basis, then the candidate is on the payrolls of Team. The

contract that he/she will sign will speak about his rights and the details about the job and

this salary and benefits. The temping company, in this case will take care of most of the

employee related problems of the candidate. As per the contract, a part of the candidate’s

salary will go as billing for the temping company. This is the revenue for such

companies.

It is crystal clear that sourcing the right person for the right job is the core or the

building block of recruitment function. Most part of the work is done if a recruiter finds

the right candidate who’s CV matches the job profile of the client company but more

importantly, it is a challenge for the recruiter to present the job in such a manner that will

motivate the candidate to come down and attend the interview. A recruiter has to work

under so many constraints like the candidates not turning up for interview or the dearth of

skilled candidates. This is when the competencies of a recruiter are measured.

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6.3 Findings:

The best sources of recruitment that Data point uses are “Head Hunting” and

“Referrals”.

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

level.

The existing database is fairly sufficient to meet the current requirements.

The major attributes that are considered before short-listing a candidate are

communication skills, experience, attitude and technical skill set.

The clients are satisfied with the placement of right candidate for the right job

at a maximum level.

The employee specification exactly matches with the job requirement.

The service rate in providing quality c.v’s is excellent.

The time taken to close any position is generally three weeks.

The total mindset is necessary for the entire business related competency.

6.4 Suggestions:

There are many innovative ways of generating the resources like E-paper, road

shows, campus recruitment, job mela’s etc.

The better services that could be provided to the clients are end-to-end

recruitment, co ordination, HR Outsourcing, Employee leasing.

Focus could be put on imparting training to the facilitators on aspects of

screening, interview process, operational fitment and organizational fitment.

The new strategies that could be adopted are “paper Ads”, “campus Recruitment”

etc.

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

days.

Various methods like sms messaging and instant messaging can be used for the

promotion of positions to stimulate the candidates to apply for jobs.

6.5 Learning’s From the Project:

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Learnt about recruitment process.

Personal file management.

Induction program.

Convincing skills.

Learnt how to interact with different types of candidates.

Also learnt how to manage the responses.

6.6 Conclusion:

The recruitment and selection process at Data point is systematic and planned. Proper

care of the clients and candidates is being taken at Data point Info Systems. Data point

recruitment team has a very committed and dedicated HR team, which is the main reason

of its success. The methods used by Data point for the collection of the database are

systematic and appropriate.

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

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ANNEXURE

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ANNEXURES

Questionnaire on Data point recruitment and selection procedure

satisfaction levels

Name of the client:

Nature of the client business

Experience with Data point (in R&S):0-3/ 3-6/6-8

Total no. of vacancies filled by Data Point(R&S):0-30/30-60/60-80

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

source for recruitment?

A) Job portals

B) Referrals

C) Head hunting

D) Existing database

2. To what extent the sources of the resources Data point has can satisfy the manpower

needs of their clients?

A) Maximum- 83.33%

B) Average- 16.67%

C) Minimum-0%

3. What are the five major attributes that are considered at Data Point when a candidate

is short-listed?

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4. What are the various screening methods of Data point?

A) C.V’s

B) Application Forms

C) Telephone

D) Letter

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

A) Strongly Agree

B) Agree

C) Can’t say

D) Dis-Agree

6. To what extent does Data point correlate employee specification with job

specification?

A) Strongly Agree

B) Agree

C) Can’t say

D) Dis- Agree

7. How would you rate the Service Rate in providing Quality CV’s?

A) Good

B) Average

C) Quality CV’s Poor

D) Excellent.

8. What business related competencies are needed for recruitment?

A) Strategic Orientation

B) Knowledge of Business

C) Market Intelligence

D) Talent Mindset

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9. The clients are being attracted by the_________

A) On time service

B) Brand

C).Quality service

D) Right candidate at right place

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

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

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

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

14. Do you give a clear picture of the organization to each candidate?A) NeverB) OccasionallyC) Always

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

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

17. Do you think recruitment policy follow is meeting the overall objectives of the company?A) YesB) NoC) To some extentD) To large extent

18. What is your level of satisfaction regarding the present recruitment policy?A) Highly satisfiedB) SatisfiedC) Average

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

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

94

BIBLIOGRAPHY

COMPANY’S WEBSITE(www.datapointinfo.com)

COMPANY’S RECRUITMENT MANUAL

ESSENTIALS OF HUMAN RESOURCE MANAGEMENT

P.SUBBA RAO, TATA MC GRAW HILL

PERSONNEL MANAGEMENT,C.B. MEMORIA

HIMALAYA PUBLISHNG HOUSE

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