rectuitment & selection of universal information service

8/7/2019 Rectuitment & Selection of Universal Information Service

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CHAPTER - 1

EXECUTIVE SUMMERY

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EXECUTIVE SUMMARY

Universal is an expert at providing you with customized staffing and training solutions that

meet your exact needs.

What we do best is make sure that nothing is ignored while we provide you with the most

qualified, highly skilled and experienced employees available. We test each candidate to

make sure you are getting the skilled employee you need to complete the job. After all, your

success is our success.

We are experts in filling the following positions:

Customer Service

Human Resources

Operations

Support

Training

Administrative

Credit and Collections

The project is titled as The Study of Recruitment & Selection Process. The reason behind me

choosing this project is, in an organization man power is a very important part, also called

the heart of the organization because of which its functions. The consultancies recruitment

and selection process must be so effective and up to the mark that the requi

the manpower gets solved easily and the companies get the best p

working their achieving their and the companies goals.

The overall goal of recruitment and selection for a position is to cost effectively attract,

detect and select those people who are most likely to optimally contribute to the

organization within that position at a particular point in time (and in to the future).The

purpose of Recruitment and Selection is to match people to work. It is the most important

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element in any organizations management of people because it is not possible to optimize

the effectiveness of human resources, by whatever method, if there is a less than adequate

match.

The project was carried out at Universal Information Services-Head Quatered at pune

started in the year 2004, is the Manifestation of Anish Mahajan .The duration of the project

was (20 July 2009 to 25th August 2009).

I was able to carry out this project with the help of professionals in the Human Resource

department who were always ready to answer my doubts and give me knowledge about the

different processes and functions .The official in the recruitment process helped me

climbed the ladder of completion of this project.

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CHAPTER - 2

OBJECTIVE & SCOPE

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OBJECTIVES OF THE PROJECT

Every project report is carried out with some specific OBJECTIVE in the mind.

Objective is basically the purpose behind conducting a project and unless the

objective is certain or specifically defined it is not understood what data has to be

collected. Objectives of the project are nothing but what is to be learned out of this

project report.

OBJECTIVES OF THIS PROJECT REPORT

1. Understand various HR tools used in handling Recruitment?

2. To have exposure to recruitment process?

3. To have exposure to employees dues settlement process?

4. Whether the recruitment process and selection process are Satisfactory?

5. To understand how effective the computer system or new technology is in the

recruitment system.

So in this project report I have made every effort to understand the above specifiedobjectives keeping in mind the present scenario of the Recruitment and Selection

of employees process and collect data.

SCOPE OF THE PROJECT

Scope of the project is to go through the various HR functions of the industry.Especially to understand the process of recruitment process followed in the

company. The area of the study was carried out at the Universal Information

Services which are located in Pune.

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CHAPETR -3

UIS PROFILE

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INTRODUCTION TO THE UIS

Universal Information Services

Universal Information Services - Head Quartered at Pune started in the year 2004 , isthe

Manifestation of Anish Mahajan, moving out of the league to break into the clutter of Human

Resource Consulting business, with a philanthropic attitude. In short span of its operations

spanning more than two years Universal Information Services has been able to retain all the

customers it has been working for and have been complimented by all for its efforts, quality and

deliverables. No wonder all the success and customer centric. The areas that we have

successfully ventured into are recruitments in IT, ITES, Telecom and Manufacturing.

At Universal we are singularly focused on providing the very best service our industry has ever

delivered. We believe it all starts with people. Our approach is to hire the best people in the

industry, provide an environment that promotes our growth and development and our clients will

see the difference. It's simple, but powerful.

20th March 2006- Universal Information Services just finished conducting an attrition survey

amongst the financial BPOs in the country covering the major BPO destinations Mumbai, Pune,Bangalore, Chennai. Covering verticals in accounting, financial services, asset management.

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CHAPTER - 4

THEORETICAL BACKGROUND

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RECRUITMENT

A management vacancy is often seen as an interruption to the status quo. However, the vacancy

should be seen as a business opportunity because it gives the organization the opportunity to

appoint someone who will make a real difference to its success. Appointing the right person is

important but making sure that you dont appoint the wrong person is critical.

MEANING & DEFINITION:

Recruitment is understood as a process of searching for and obtaining applicants for jobs, from

among whom the right candidate can be selected.

It is the process of finding and attracting capable applicants for employment. The process

begins when their applications are submitted .The result is a pool of applicants from which new

employees are selected.

Recruitment process is said to end with the receipt of applications, in practice the activity

extends to the screening of applications so as to eliminate those who are not qualified for the

job.

Having the right person, in the right place, at the right time, is crucial to organizational

performance. Recruitment is a critical activity, not just for the HR team but also for line

managers who are increasingly involved in the selection process.

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RECRUITING PROGRAMME HELPS THE FIRM IN THE FOLLOWING

WAYS:

Attract highly qualified & competent people

Ensure that selected candidates stay for a longer time

Make sure that there is a match between cost & benefit

Help the firm create more culturally diverse work force.

Thus, it is very essential for an organization to carry out its recruitment program in an effective

manner.

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PROCESS OF RECRUITMENT:

CHART 4.1

12

Personal

planningJob Analysis

Job Vacancies

Employee

Recruitment

Planning

-Number

- Types

PotentialApplicant

Pool

Searching

Activation

Selling

-Message-Media

Screenin

g

Strategy

Development

-Where-How

-When

Applicant

PopulationEvaluation

&Control

Selection


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Recruitment refers to the process of identifying & attracting job seekers so as to build a pool of

qualified job applicants. The process comprises of the following interrelated stages that are as

follows:

Planning

Strategy Development

Searching

Screening

Evaluation & Control

The ideal recruitment program is the one that attracts a relatively larger

qualified applicants who will survive the screening process & accept position with the

organization, when offered. Recruitment programs can miss the ideal in many ways: by failing to

attract an adequate applicant pool, by under/over selling the organization, or by inadequately

screening the applicants recruitment process should know how many & what types of employees

are needed, where and how to look for individuals with the appropriate qualifications & interests,

what inducements to use (or avoid) for various types of applicant groups, how to distinguish

applicants who are unqualified from those who have a reasonable chance of success, and how to

evaluate their work.

RECRUITMENT PLANNING

This is the first stage of recruitment planning. Planning involves the translation of likely job

vacancies available in the various departments of the organization for e.g. in a service industry

specially the telecom sectors the departments would be Finance, Sales Marke

Administration, etc. the managers or the concerned employees of the concerned department sit

together & draft out the recruitment plan relating to how many vacanciesare there in the various

department & at which levels. Then the number of vacancies with the job is profile is given to

the HR department so that they can start the recruitment & fill up the vacancies. Then the HR

department decides the number of contacts and the type of applicants to be contacted.

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STRATEGY DEVELOPMENT

Once it is known how many & what type of recruits are needed. Serious considerations are given

to:

1- MAKEORBUY:

Organizations must decide whether to hire less skilled employees & invest on training &

education programs, or they can hire skilled labors & professionals. Essentially, this means

make (hire less skilled workers) or buy (hire skilled workers & professionals) decision.

Organizations, which hire skilled labors & professionals, shall have to pay more to these

employees. Buying employees has the advantage in the sense that the skills labors &

professionals can begin the work immediately with little training if needed. But the high

remuneration that the skilled workers & professionals demand may outweigh the benefits. So,

the company has to decide which category of employees it wants to hire according to the

requirements, as it is incurs cost.

2- TECHNOLOGICAL SOPHISTICATION

This is the second decision, which is taken in the strategy development, which relates to the

methods used in the recruitment & selection. This decision is mainly influenced by the available

technology. The advent of computers has made it possible for employers to scan the national &

international labor marker. Technological advancement has made it possible for job seekers to

gain better access. They have begun sending videotapes about themselves to a number of

organizations without wasting time & without spending money on travel. So, we can say that

technology plays an important role in the recruitment process.

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3- WHERE TO LOOK

In order to reduce costs , organizations look into the labor markets most likely to get the

required job seekers. Generally ,companies look into the national market for managerial

&professional employees ,regional &local market for technical employees ,& local markets for

clerical &blue-collar employees .It is not essential that every company follow the same pattern as

it depends upon many other factors like where the company is located ,the number of vacancies

in the organizations, at which levels are the vacancies etc . Finally we can say that a company

recruits where experience & circumstances dictate likely success.

4-HOW TO LOOK

This refers to the methods or sources of recruitment.

The sources of recruitment they can be broadly categorized into:

Internal Sources

External Sources

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SOURCES OF RECRUITMENT:

16

R

E

C

R

U

I

T

M

E

N

T

Consultants

Walk - ins

Referrals

Advertisements

Campus

Recruitment Portals

Transfers

Promotions

Former Applicants

Internal Portals

Internal Sources

CHART 4.2


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INTERNAL SOURCES:

Internal recruiting involves recruiting current or former employees for job openings in the

organization along with soliciting referrals from current employees. It is important not to forgetthe internal talent pool when recruiting. Providing opportunities for development and career

progression is an important factor for employee retention and motivation.

THE MAJOR ADVANTAGES OF INTERNAL RECRUITMENT ARE:

It is less costly than the external recruiting

It is cheaper than going outside to recruit

PROMOTION

PROMOTION is a term, which covers a changes and calls for greater responsibility and

usually involves higher pay and better terms and conditions of service and, therefore a higher

status or rank Promotion is the transfer of an employee to a job, which pays more money or one

that carries some proffered status.

Promotion may be defined as an upward advancement of an employee in an organization to

another job, which commands better pay or wages, better status\prestige and higher opportunities

or challenges, responsibility and authority, better working environment, hours of work and

facilities and higher rank. Promotion is a bit different from upgrading, which is concerned with

minor promotion, promotion within grade or horizontal promotion.

TRANSFERS

A lateral shift causing movement of individual from one position to another usually without

involving any marked changed in duties, responsibilities, skills, needed or compensation.

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A transfer is a horizontal or a lateral movement of an employee from one job, section,

department, shift, plant or position to another at the same. It generally does not involve a

promotion, demotion or a change in job status other than the movement from one job or place to

another.

JOB POSTING OR INTERNAL PORTALS

Job posting is the process of advertising and publicizing job openings to employees. This might

be accomplished by physically posting the opening on bulletin boards or by electronically

posting them on the companys intranet or Internet. It is then up to the employee to actually

apply for the position.

FORMER APPLICANTS

Applicants that previously applied for positions with the organization are to some extent known

quantities, depending on how far they got in the selection process. Good applicants should be

reconsidered. Many organizations keep files on excellent candidates that were not selected for

prior openings and re-recruit them for current positions. This method is both efficient and

effective. Much of the screening might have already been done and, if the applicants were

previously interviewed, they might have already been judged as acceptable.

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EXTERNAL SOURCES:

Where a position cannot be filled internally use of external sources is used. There are many

options available for generating interest from individuals outside the organization. These include

placing advertisements in trade press, newspapers and on the

Colleges/Universities/institutions, and walk-ins etc. The Internet-based methods in recent years,

local newspapers currently remain the most frequently used means of attracting candidates.

THEMAJOR ADVANTAGES OF EXTERNAL RECRUITMENT ARE:

Benefits of new skills, new talents & new experience to organizations.

Compliance with reservation policy becomes easy.

Scope for resentment, jealousies & heartburn are avoided.

EMPLOYEE REFERRALS

Many organizations have active formal employee referral programs, particularly in tight job

markets or where the employer has difficult-to-fill or high-turnover positions. These programsreward employees for referring applicants to the organization. Other organizations have less

formal programs and encourage employees to refer potential applicants, but do not provide an

incentive for doing so.

Experience and research show considerable benefit to the employee referral type of recruitment.

First, employees are not likely to refer applicants that would not be good employees. They do not

want to be embarrassed by the performance or conduct of their eferra1. Also, candidates that are

referred by employees typically already have begun the orientation process and have somewhat

of a realistic job preview via their relationship with the current employee. Finally, there is a

positive correlation between employee referral and employee retention of those hired as a result.

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There is, however, one potential problem that can associated with employee referrals. Employees

tend to refer their relative and friends, who most likely are of the same ethnicity or sex as

themselves. Therefore, this type of recruitment does not normally facilitate the achievement of

diversity and affirmative action plan goals and can create adverse impact. This is particularly

true if the organization has a past practice of discrimination.

CONSULTANTS

A consultant is a professional who provides expert advice in a particular domain or area of

expertise such as accountancy, technology, the law, human resources, marketing, medicine,

finance, public affairs, communication, or more esoteric areas of knowledge .But recruitment

consultants are known for providing suitable candidates to the companies as

requirements. They provide a pool of talent that can be quickly mobilized as required.

Consultants are useful in many ways as they have nation wide contacts & lend professionalism

to the hiring process. They also keep prospective employer anonymous. But, the cost can be a

deterrent factor. Most of the consultants charge fees ranging from 20 to 30 % of the first year

salaries of the individual placed. It is essential that the recruitment consultant adhere to

organizations recruitment and selection policies.

In order to ensure an effective working relationship, it is essential to examine the market

carefully before selecting an agency or consultancy. Different services are provided by different

agencies. It is important that an organization selects one, which reflects its aims and objectives

and has experience of its labor market.

A company deals with many consultants if the numbers of positions to be closed are many. A

consultant is an important source of recruitment as it gives refined candidates to the company we

can say this because the consultant screens the candidates on the communication skills, his

education level etc and then forwards the resume, as the initial screening is done by the

consultant the company doesnt spend time on it as it has to do. In the case of walk-ins or when

advertisements are given in newspapers. Though; consultants are external to organizations but

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they play a vital role in recruitment as 70% positions in big organizations are closed because of

consultants only.

It is not always that each & every company recruits its employees through consultants charge a

bomb of rupees for proving suitable candidates. So, a company with good financial background

can go for recruitment through consultant & rest depend upon the portals such as Naukri.com or

Monster.com or newspaper advertisement etc. as per their financial strengths of the company.

ADVERTISING AND PROMOTION

Job vacancies do not communicate themselves. They must be communicated to that group of

people who may be interested in applying for the job and making a good contribution to the

performance of it. For the same jobs are advertised externally through the press or local radio

where in all the details about the job are mentioned that is: job title, name of the employer, a logo

may assist in catching the eye, where will the job be located, does the job involve any traveling,

minimum experience, skills and qualities, qualifications required etc.

Advertisements must be effectively drafted before publishing! releasing them. An effective

advertisement will help in getting a good amount of candidates and who will meet the

requirement. Want ads describe the job and the benefits, identify the employer, and tell those

who are interested and how to apply. These are most familiar form of

advertisement. For highly specialized recruits, advertisements are placed in professional!

business journals. Newspaper is the most common medium. Some organizations also publish

blind ads, one in which there is no identification of the organization. Respondents are asked to

reply to a post box number or to a consulting firm that is retained by the organization.

Advertisements are published to fill all kind of vacancies in the organization, top management,

middle management or lower management.

Recruitment advertisements today has to do much more than announce that a company is looking

for personnel. It has to sell the idea that the company and the job are perfect for the candidate.

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Further recruitment advertisements can also serve as corporate advertisements, the latter

positioned to build the companies image.

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CAMPUS RECRUITMENT

These include sending traveling recruiters to educational and professional inst

employees contact public and manned exhibits. One of the widely used direct methods is that of

sending of recruiters to college and technical schools. Most college recruiting is done in co-

operation with the placement office of college. The placement office usually provides help in

attracting students, arranging interviews, furnishing space, and providing students resumes for

managerial, professional and sales personnels, campus recruiting is an extensive operation.

Persons reading for MBA or other technical diplomas are picked up in this manner. For this

purpose, carefully prepare brochures, describing the organizations and the jobs it offers, are

distributed among students, before the interviewer arrives. The organization m

continuing contacts with institution placement officials with a view to recruiting staff regularly

for different responsible positions.

Sometimes, firms directly solicit information from the concerned professors about students with

an outstanding record. Many companies have found employees contact with the public a very

effective method. Other direct method include sending recruiters to conventions and seminars,

setting up exhibits at fairs, and using mobile offices to go to the desired centers.

WALK-INS

The most common and least expensive approach for candidates is direct applications, in which

job seekers submit unsolicited application letters or resumes. Direct applications can also provide

a pool of potential employees to meet future needs. From employees view point, walk-ins are

preferable as they are free from the hassles associated with other methods of recruitment. While

direct applications are particularly effective in filling entry-level and unskilled vacancies, some

organizations compile pools of potential employees from direct applications for skilled positions.

Walk-ins are also advertised in the press or radio announcing the date and time of the walk-in.

Todays newspapers are full of new openings to be tapped in newer ways. Six out of the ten are

through walk-in interviews. Though for many it could be a walk out! It is the most common &

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the least expensive approach for candidates to apply directly, in which job seekers submit

unsolicited application letters or letters or resumes. Mostly walk-in interviews are held to fill up

the entry level or unskilled employees. Managerial or higher levels of positions are not filled

through walk-ins. It is very difficult to get refined candidates through walk-ins as pool of

candidates comes for an interview as quantity is more than quality; even then we see so many

walk-in interviews scheduled everyday in e newspapers as it is the cheapest way to get pool of

applicants. E.g.

TABLE 4.3

WALK-IN

ON FRIDAY& SATURDAY

JULY 24 & 25, 2006

Some of indias media

Marketing whiz kids are waiting

to meet you.

Between 1O.OOarn to 3.OOpm.

Mind you, they have a sharp

eye for talent

.

And that is no imagination.

The Times of India

Response

40/1, S&B Tower

2nd floor, M.G.Road

Pune-41 1001

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RECRUITMENT PORTALS

Recruitment portals are becoming quite famous these days like Naukri.com, Monster.com,

jobsahead.com etc. The recruiter can find candidates resumes as per the job specifications. The

recruiters need to sign a contract with these recruitment portals by paying an amount to them for

their services, where in the recruiters can view their database and scan through the resumes and

shortlist candidates and call them for interviews. The subscriber or the organizations have to pay

fees for the amount of services and the duration of services that they want to enroll for after

which they get a dedicated username and password from these service providers. The recruitment

portals display the name and the banner of the organization that have enrolled for the service and

the candidates can see the names of the organizations and the vacancies available and can then

apply for the same. The applicants can also put in their resumes in the database of the portals and

the recruiters can search and view the resumes through the resume service available in the

portals. The most common companies dealing with portals are Naukri.com and Monster.com

NAUKRI.COM

Naukri is the definitive Indian careers website on the internet. It is a forum where employers,

placement agencies and job seekers can exchange information, quickly, effective

inexpensively. At Naukri, you can advertise for a job, search for a job, browse through resumes,

place your resume, place your home page, visit employers home pages and visit other Indian and

International career sites. It is a one stop information clearing house about jobs and careers for

Indians.

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THE VARIOUS TOOLS AVAILABLE ON THE SITE ARE:

RESDEX:

RESDEX is the naukri.corn database of over 60 lakh CVs. It is the highest quality resume

database available in India today. The reason for the high quality is simple - since registration is

not mandatory at naukri.com to apply to vacancies, the open system ensures a better quality of

job-seekers who choose to register with them. Over and above this, when job-seekers do register

with naukri.com, they have the option of choosing companies to whom they do not want their

CV shown to. This ensures anonymity to jobseekers concerned about confidentiality, and at the

same time makes them visible to recruiters whom they want their CV shown to.

EAPPS PRO - THE ONLINE RESUME MANAGEMENT SOFTWARE:

The power of the Naukris resume management tool can be used to make the most complicated

yet mundane tasks really simple. Eapps Pro - the Response Management Software can filter out

junk from thousands of applications in a matter of minutes. The Eapps Pro software solution

automates and manages the recruitment backroom thereby reducing time spent on managingresponse by 80% and increasing recruiter productivity by 400%. The advantages are:

Collect all resumes/applications in a structured database.

Search through the database of resumes and filter out junk in minutes.

View a one line summary of each applicant instead of reading 3-4 pages of a resume.

It helps you to collect additional information from the candidate i.e. customize the resume

form & also store comments on resumes for future reference.

You can receive and manage response from all sources - newspaper ads, hardcopies, and jobpostings on naukri.com or your own web site.

Contact multiple candidates across job vacancies to schedule/confirm/conduct interviews

together.

Send acknowledgements to every applicant automatically.

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Generate MIS/Reports of the applicant pool.

Monitor and track applications across your entire organization

Maintain and mine an electronic database of all applicants to your organization

Forward/download/share resumes with colleagues in other branches

NAUKRI INSTA HIRE:

Insta Recruit: The recruiter can send instant customized messages from Resdex to candidates

over the mobile as SMS.

Insta Contact: The recruiter can run SMS Campaigns and send instant messages to the

candidates.

Insta Job: By this service the user get responses to the job posting instantly with the Insta Job

service.

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HOT VACANCY:

The companies can post their vacancies through this tool. The Hot Vacancy section has 50% of

the jobs as compared to the Classified Job Listing section (where all job listings fm the various

sections are listed) on the site, creating a less cluttered ad space environment. The recruiter can

include company logo in vacancies posted on naukri.com. Moreover there are no character

limitations and the recruiter can talk at length about the organization and its recruitment needs. A

Hot Vacancy listing on the site entitles the user to use multiple email ids to collect response

/CVs from vacancies posted on naukri.com. The way, several people within the organization can

independently post jobs on zi.com for their own department.

SEARCH RESUMES:

There are various options available to the recruiter to search for the resumes like:

ADVANCE SEARCH:

The Advance search option allows the user to find resumes through Keyword search

Keywords are the words that the recruiter would want a resume to contain for short listing. The

user can choose options like All Key words which means that the resume must contain all

the key words mentioned. Any of the key words that is that out ones mentioned the resumemust contain any of the key words and Exact Phrase is that the resume must contain all the

words in the same order or Boolean.

EMPLOYMENT DETAILS:

This allows the recruiter to fill in where the job seeker is currently working, what should e his

designation, what should be his cost to the company that is the range minimum and maximum

and the total no. of experience. Location: This is where the current vacancies are available and

where do you want the prospective candidate to work.

INDUSTRY:

The industry where the job seeker must have experience must be specified. Eg: FMCG, Telecom

etc. The Functional area and Industry type can be mentioned.

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EDUCATION:

It is the highest Degree or highest qualification that the candidate possesses. Eg: MBA orMCA

etc. The candidates UG and PG qualification can be mentioned.

The user can choose the options and can view the resumes according to the Resume freshness,

Experience, and Cost to the Company.

FULL RESUME SEARCH:

This search is the same as Advance search except it does not have the employment details. It is

the Keyword search on entire Resume and is the Broadest Search which is best suited for niche

skills it does not miss out a single Resume.

BASIC SEARCH:

This search is the same as Advance search except it does not have the employment details. It is a

quick search using drop down menus on fixed parameters with keyword search in 8 most

important fields. It is useful for initial search and yields targeted results.

ROLE SEARCH:

This search helps in selecting the Functional area and the Role that the job seeker has done in his

previous company. It is a headhunt using roles and designations to get targeted results.

SAVE/DOWNLOAD RESUMES:

The resumes can be saved in the Naukri format or word format as the user wants. The recruiter

can make folders on his/her computer and can save the resumes in it and use them for future use.

MONSTER.COM:

Monster.com is an employment website. It was created in 1999 by the merger of The Monster

Board and Online Career Center (0CC), which were two of the first and most popular career web

sites on the Internet. Monster has a powerful job search engine which those seeking work can use

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to find job offers that match their skills and (present or preferred) locales. Today, Monster is still

one of largest job search web sites on the Internet, claiming over a million job postings at any

time and over 41 million resumes in the database. With approximately 5,000 employees in 26

countries, the company has a powerful global brand and unparalleled international reach.

Monster is the only pan- European employment website and is growing fast in developing

markets such as India.

THE VARIOUS TOOLS AVAILABLE ON THE SITE ARE:

POST A JOB:

The recruiter can post a job or a vacancy through this facility where in they have to fill a form on

the site, which consists of the following:

JOB TITLE:

The Job Title needs to be as relevant as possible to the job seekers. This is the first thing that

draws their attention. You need not necessarily use the terminology / designation used in the

corporate for which the job is being advertised.

Example: Sales Manger for a top Telecom Industry company

JOB POSTING SUMMARY:

The summary or the job profile needs to be mentioned

Example: For Sales Manager- Telecom industry expertise specifically in the sales segment,

requires extensive traveling, handle a team of 10+, multi-lingual experts will be given

preference.

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EDUCATION REQUIREMENT:

The highest education qualification of a candidate that is required for the job can be given. The

user can use the Ctrl key to choose more than one

Example: if the job requires either a B.Tech or a MCA qualified candidate, the user can choose

both in the dropdown.

JOB OWNER DETAILS:

These details are visible to the candidate when he/she receives the confirmation mail on applying

for this job posting.

SEND ME ALERTS FOR THIS JOB POSTING:

This facility allows for candidates matched in the database to be automatically stored in the job

folder of the recruiter.

CREATE QUESTIONNAIRE:

The recruiter can create a new questionnaire and store it for later use. A questionnaire can be

attached to any job that you are posting. In the questionnaire the recruiter can make use of

options like: choose desired responses like yes or no, assign point value, and essay long answer

questions etc. the candidate needs to match the Minimum Acceptance Score. This is the score

that a candidate needs to meet to qualify for the requirement. When the applications are seen in

the folders, the score would be visible against the name of the candidate. This will help you

identify the qualified candidates quickly.

RESUME SEARCH:

There are various options available to the recruiter to search for the resu

POWER SEARCH:

The power search option allows the user to find resumes through Keywords Keywords are the

words that the recruiter would want a resume to contain for short listing. The Radio buttons

allows the user to choose where they would want the keywords to be searched for on the resume.

For example entire resume, key skills etc.

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The user can choose options like All Key words - which means that the resume must contain all

the key words mentioned. Any of the key words - that is that out of the ones mentioned the

resume must contain any of the key words and Excluding the words - that is if you dont want a

particular word to appear then it can be given under this heading.

SALARY:

The salary range that the applicant must have can be specified that is the minimum and

maximum salary and all the resumes are shown which have the matching salary range.

INDUSTRY:

The industry where the job seeker must have experience must be specified. Eg: FMCG. Telecom

etc.

CATEGORY AND ROLE:

Role is what the job seeker is doing in his current organization which should match with the

skills required.

EDUCATION:

It is the highest Degree or highest qualification that the candidate possesses. Eg: MBA or MCA

etc.

IT SEARCHES:

This allows you to target the jobseekers with specific key skills and the time they have spent

working on it. Using this option will filter OUT all those jobseekers with the skill mentioned on

their resumes.

Keywords: The Radio buttons allows you to choose where you would want the keywords to be

searched for on the resume. The resumes will show your keywords highlighted in red. This also

has the option to choose the resume must contain: All the Key words, any of the Key words

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or Excluding the key words like Power search.

The Salary, Industry, Category and Role, and Education can also be mentioned.

MAGIC SEARCH:

This option allows the user to use keywords that are most important to the requirement he/she is

looking for. The results page will have resumes with the keywords the user has given, with the

most relevant resume appearing first, then the next, and so on. Example: sales manager, FMCG,

5- 7 yrs, Delhi.

CREATE A PERSONAL FOLDER:

Personal Folders created give the user convenience to store and pool resumes for late use. These

resumes could be picked from any of the folders Job Posting, Personal or Saved Searches. A

new folder created here could store all your favorites, which are currently lying in different

folders. The recruiter can use this to share the resumes with other users of the account too. For

example, a folder can be created named Sales and all the sales resumes can be stored in it.

SAVE A NEW SEARCH:

When the recruiter puts in the keys skill or skill sets required to be present in the resume search

form and conducts a search, if the results are accurate the recruiter can save that search for futureuse .It saves time to type the data again and the results also are accurate.

WHEN TO LOOK:

An effective strategy must determine when to look _should decide on the timings of recruiting

employees-besides just knowing where &how to look for job applicants. By analyzing the

previous example if a company wants to recruit 20 employees in a sales department then it is

essential that the company should be able to contact 2000 applicants during this period but when

this period of contacting these applicants should occur? In most of the cases it is assumed that it

takes 10 days for an advertisement to begin producing resumes, four days for invitations for

interviews to be issued, seven days to arrange for interviews, four days organizations need to

makeup their minds, 10 days for applicants offered job to make up their minds, and 21 more days

for those accepting offers to report for work. This suggests that vacancies must be advertised two

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months before they are expected to occur. Lot is advance planning is necessary when a company

decides to have a recruitments in its company as we have seen that it is not a one day job.

SEARCHING:

Once a recruitment plan & strategy are worked out the search process begins which involves the

following steps:

(1) Source Activation:

Source & search activations cannot be activated, that means no actual recruitment will take place

unless & until line managers have verified that a vacancy does exits or will exit. If the

organization has planned well & has done a good job of developing its sources & search methods

in advance, activation soon results in a flood of applications or resumes. The concerned person in

the company screens the applications received & those who get short-listed have to be contacted

& invited for the interview. Unsuccessful candidates are sent mails of regrets.

(2) Selling:

A second issue that is addressed in a company in a searching process is concerned with

communication. In this case, organizations walk a tightrope. On one hand, they want to do

whatever they can to attract desirable applicants. On the other, they resist the temptation of

overselling their virtues.

In selling the organization, both the message & the media deserve attention. Message refers to

the employment advertisement. With regard to media it is stated that effectiveness of any

recruiting message depends upon the media chosen by the company. Media available for

advertisements are many some have low credibility such as the employment exchanges while

some enjoy high creditability when companies advertise in business magazines. Selection of

media or medium has to be done with proper care as cost factor is related with it.

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SCREENING:

Screening an applicant means checking whether the candidate is suitable for the required post or

not. It is the initial stage was the candidate is short-listed for the first time from the pool of

applicants. Screening of applicants can be regarded as an integral part of the recruitment process,

though many view it as the first step in the selection process but the selection process will begin

after the application has been scrutinized & short-listed. This can be explained by giving an

example, hiring of professors in a university is a typical situation. Applications received in

response to advertisements are screened & only eligible applicants are called for an interview. A

selection committee comprising of the eligible applicants are called for an interview. A

selection committee comprising of the Vice Chancellor, Registrar & subject experts, conducts

interview. Here, the recruitment process extends up to screening the applicants. The selection

process commences only later.

The purpose of removing screening activity from the recruitment process at the early stage is that

those applicants who are visibly unqualified for the job, Effective screening can save a great deal

of time & money of a company. Care must be exercised, however, to assure that potentially good

employees are not lost. Screening is judged on the basis of their knowledge, skills, abilities &

interests required to do the job.

The techniques used to screen applicants vary depending on the candidates sources & recruiting

methods used. Screening of applicants must be done in a proper way in order to save the

resources of the organization & also give refined candidates to the organization, as employees

are the important asset of an organization.

EVALUATION & CONTROL:

Evaluation & control are essential as costs are incurred in recruitment process. The costs

generally incurred are:

Salaries / Commission to recruiters

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Cost of Advertisements or recruitment methods, that is a consultant fee.

Cost of overtime & outsourcing while vacancies remain unfilled.

Management & professional time spend on preparing job description,

specification, advertisements, etc.

Recruitment overheads & administration expenses.

Control on the above expenses is essential otherwise a recruitment process will act as a liability

instead of increasing asset inform of employees to the organization. Here the recruitment process

comes to an end with the commencement of the selection process.

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SELECTION:

Next to recruitment the logical step in the HR process is Selection of qualified & competent

people.

Recruitment and selection are core areas of human resource management but are frequently

discussed in a prescriptive manner. They are not simply techniques for filling jobs - they are also

levers for organizational change. Sustaining employee commitment and achieving

performance. Recruits may be sought who will fit in with the culture of the corporation; who

will be content to build a career within the organization; who will absorb the goals of the

organization.

MEANING & DEFINITION:

Selection is a process of picking individuals (out of the pool of job applicants) with the requisite

qualification & competence to fill jobs in the organization

A formal definition of selection is: It is a process of differentiating between applicants in

order to identify (and hire) those with greater likelihood in success in a job.

Recruitment & selection are two crucial steps in HR process & are often used interchangeably.

There is, however, a fine distinction between the two steps. While recruitment refers to the

process of identifying & encouraging prospective employees to apply for the job, selection is

concerned with picking the right candidates from the pool of applicants. Recruitment is said to be

positive in its approach as it seeks to attract as many as candidates possible. Selection, on the

other hand, is negative in its application as it seeks to eliminate as many unqualified applicants

as possible in order to identify the right candidates. Some selection methods are used within an

organization for promotion & transfers also. Selection is significant as it has impact on work

performance & employee cost.

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PROCESS OF SELECTION:

Selection is a long process, commencing from preliminary interview of applicants & ending with

the contract of employment. In practice, the selection process differs from one organization to

another& even between two different jobs within the same organization. Selection process will

be a long drawn & rigorous for senior managers, but it is simple & short while hiring shop floor

workers.

Selection is influenced by many factors. More prominent among them are the supply & demand

of specific skills in the labor market, unemployment rate, labor market conditions, legal &

political considerations, companys image, companys policy, HRP & cost of hiring. The last

three factors constitute the internal environment & remaining form the external environment of

the selection process.

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PROCESS OF SELECTION:

40

Preliminary Interview

Selection Tests

Employment Interview

Reference and

background analyses






RejectedAppli

cants

External Environmental

Internal Environmental

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PRELIMINARY INTERVIEW:

The applications received from the job seekers would be subject to scrutiny so as to eliminate

unqualified applicants. This is usually followed by a preliminary interview the purpose of which

is more or less the same as scrutiny of applications, that is, elimination of unqualified

applications.

Scrutiny enables the HR specialists to eliminate unqualified job seekers based on the information

supplied in their application forms. Preliminary interviews, on the other hand, help reject misfits

for reasons, for reasons, which do not appear in the application forms. Besides, preliminary

interviews, often called courtesy interview, is a good public relation exercise.

SELECTION TEST:

Job seekers who pass the screening & preliminary interview are called for test. Different types of

tests are administered, depending upon job & company. For e.g. Tests conducted while hiring

call center employees are related to listening abilities, communication skills etc but if a company

wants to hire a person in the IT department the test conducted will be based on programming,

software development etc. Generally, tests are used to determine applicants ability, aptitude &

personality.

EMPLOYMENT INTERVIEW:

The next step in the selection process is employment interview. An interview is conducted at the

beginning and at the end of the selection process.

Interview is a formal, in-depth conversation conducted to evaluate the applicants acceptability.

It is considered to be an excellent selection device. Its popularity stems from its flexibility.

Interview can be adapted to unskilled, skilled, managerial and professional employees. It allows

a two-way exchange of information, the interviewers learn about the applicant, and the applicant

learns about the employer.

However interviews do have some shortcomings. Absence of reliability is one limitation. No two

way interviewers offer similar scoring after interviewing an applicant. Lack of validity is another

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limitation. This is because, few departments use standardized questions upon which validation

studies can be conducted. Finally, biases of interviewers may cloud the objectivity of interviews.

The employment interview can be one to one, sequential or panel.

Interviews at least have three objectives:

Helps obtain additional information from the applicant.

Facilitates giving general information to the applicant such as company policies, job, products

manufactured and the like.

Helps build the companys image among the applicants.

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REFERENCE AND BACKGROUND CHECKS:

The employers request names, addresses, and telephone numbers or the references for the

purpose of verifying information and perhaps, gaining additional background information on the

applicant. Although listed on the application form, references are not usually checked until an

applicant has successfully cleared the interviews: it is done before giving the offer letter.

Previous employers, known public figures, university professors can act as references. Previous

employers are preferable because they are already aware of the applicants performance. But, the

problem with this reference is the tendency on the part of the previous employer just to get rid of

that person.

Organizations seek letters of reference or telephone references. Telephone references are

advantageous because of its accuracy and low cost. It also has the advantage of soliciting

immediate, relatively candid comments, and attitudes can sometimes be inferred from hesitations

and inflections in speech.

Reference checks solve two important purposes. One purpose is to gain insight about the

potential employee from the people who have had previous experience with him or her. The

second purpose for reference checks is to assess the potential success of a prospect. Who else can

give an objective assessment of an individual that his or her previous employer?

SELECTION DECISION:

After obtaining information through the preceding steps, selection decision - the most critical of

all the steps - must be made. The other stages in the selection process have been used to narrow

the number of candidates. The final decision has to be made from the pool of individuals who

pass the tests, interviews and references checks.

The final decision indeed becomes a daunting task when there are large numbers of job seekers

lined up for the final selection. The views of the line managers will be finally considered in the

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final selection because it is he or she who is responsible for the performance of the new

employee. The HR manager plays a critical role in the final selection.

PHYSICAL EXAMINATION:

After the selection decision and before the job offer is made the candidate is required to undergo

a physical examination. A job offer is, often, contingent upon the candidate being declared fit

after the physical examination. The result of the medical fitness test is recorded in a statement

and are preserved in the personnel records. There are several objectives behind a physical test.

Obviously, one reason for a physical test is to detect if the individual carries any infectious

disease. Secondly, the test assists in determining whether an applicant is physically fit to perform

the work. Third, the physical examination information may be used to determine if there are any

physical capabilities which differentiate successful and less successful employees. Fourth,

medical checkup protects applicants with health defects from undertaking work that could be

detrimental to them or might otherwise endanger the employers property. Finally, such

examination will protect the employer from workers compensation claims that are not valid

because the injuries or illness were present when the employee was hired.

JOB OFFER:

The next step in the selection process is job offer to those applicants who have crossed all the

previous hurdles. Job offer is made through a letter of appointment. Such a letter generally

contains a date by which the appointee must report on duty. The appointee must be given

reasonable time for reporting. This is particularly necessary when he or she he already in

employment, in which case the appointee is required to obtain a relieving certificate from the

previous employer. Again, a new job may require movement to another city which means

considerable preparation and movement of property.

CONTRACTS OF EMPLOYMENT:

After the job offer has been made and the candidates accept the offer, certain documents need o

be executed by the employer and the candidate. One such document is the attestation form. This

form contains certain vital details about the candidate which are authenticated and are attested by

him/her. Attestation form will be vital record for future reference.

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There is also a need of preparing contract of employment or employment agreement of simply

bonds, which solve many useful purposes. Such contracts help to restrain job hoppers, to protect

knowledge and information that may be vital to the organizations healthy bottom line and to

prevent competitors from poaching highly valued employees. Great care needs to be taken to

draft the contract forms.

CONCLUDING THE SELECTION PROCESS:

Contrary to popular perception, the selection process will not end with exe

employment contract. There is another step - a more sensitive one - reassuring those candidates

who have not been selected. Such candidates must be told that they were not selected, not

because of any serious deficiency in their personality, but because their profiles did not match

the requirements of the organization. They must be told that those who were selected were done

purely on relative basis.

EVALUATION OF SELECTION PROGRAMME:

The broad test of the effectiveness of the selection process is the quality of the personnel hired.

An organization must have competent and committed personnel. The selection process, if

properly done, will ensure availability of such employees. To check the effectiveness an auditmust be conducted by people working in the organization independent of the HR department.

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CHAPTER- 5

RECRUITMENT AT UNIVERSAL INFORMATION SARVICES

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RECRUITMENT PHILOSOPHY OF UNIVERSAL INFORMATION SERVICES

If we all thought recruitment is just getting the right person at right time at right place and at

right price, its time we rethink if its that simple. Recruitment is not just getting vacancy filled,

in our opinion that is just halfway through recruitment. Because the problems start after that,

they are

Attrition

False Commitments

Discrepancy in perceived role and responsibility.

Increasing Market and opportunities.

Interpersonal issues with peers and superiors.

Work delegated not in tune with the professional interest.

Hence our recruitment philosophy takes into account all these parameters while hunting a

prospective employee for any employer. We at Universal Information Services consulting

conduct an extensive screening process to ensure the current requirements and the future

anticipated problem, are taken care of.

We have a seven-stage recruitment Process:

1. Understanding the employer in terms of Brand acceptability, Market standing, Work Culture,

Employee Policies and Benefits.

2. Nailing down the job requirements to the minutest of details vis a vis Job Profile,

Responsibility, Reporting Structure, Expectations on the job, deliverables, salary bracket for

that particular level, salaries of the would be peers.

3. An idea from the employee as to any specific companies should be targeted.

4. Hunt for the candidate begins with a 360 approach, i.e. through databases, referrals,

Advertisements, Head hunting and job portals

5. Once the pool of prospective employers is generated the extensive screening process at our

end starts vis a vis the job requirements personal and professional skills needed so that the

employer does not face any problem with the employee in future.

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6. Then the profiles are recommended to the prospective employers and we coordinate the

interview

7. Once the employer accepts the candidate as an employee there is a mechanism of being

constantly in touch with the Employee check on the satisfaction levels and any arising is

brought to the notice of the employer.

In all our recruitment philosophy is a 360 approach to selling an employer to an employee and

vice versa, Cautious enough not to undersell or oversell anyone and making the facts as it is

available to each so that the relationship of theirs last longer.

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The Referral Process

Once a search consultant has referred your resume to an organization and interest is expressed by

that organization, the Search Consultant will introduce the firm and the opportunity to you and

then you can decide if you are interested or not. Generally, if you are not in the firms immediate

vicinity, the company will conduct a telephone interview. After this, if both parties are interested,

a face-to-face interview is the next step. If that goes well, a second or even a third round of

interviews might occur. It is possible that you might receive an offer after the first interview.

At the offer stage, the Search Consultant will probably have some insight as to what you can

expect. Some firms offer is a best and final offer; others might have room for some

negotiation. The Manning Search Group Search Consultant generally positions himself/herself

to be the liaison between the employer and the candidate. That means the employer will

generally ask us what it is going to take for a successful job offer acceptance. Also, many of our

employers ask us to make the job offer and we must know what the minimal acceptable offer

will be so that we can guide the employer if their first attempt is unsatisfactory. If you prefer to

do your own negotiating because you have established a good report with your prospective

supervisor, great. Please realize though that the Search Consultant can help you. Remember, the

Search Consultant is trying to help the parties to the altar, so he or she will work to satisfy your

needs as well as his or her clients needs. It wont work any other way.

Telling the Search Consultant where you have already sent your resume will help avoid

duplication and wasting their time. If you have already sent a resume to a prospective employer,

your Search Consultant will most likely not be able to represent you with that employer. If you

have interviews already scheduled, let the Search Consultant know where you are in terms of

timing, especially if you are expecting an offer in the near term. Please dont waste the Search

Consultants time if you are expecting to accept a pending job offer. If your pending job offer is

not what you really want, be honest with the offering employer and tell the Search Consultant

that you will turn down the offer. If the Search Consultant is burned by your dishonesty. You

have alienated a valued ally in your industry.

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It would be very helpful to provide a targeted list of companies that you have strong interest in

gaining employment. Let the Search Consultant do the initial contact and marketing of your

background to that company. It is an interesting phenomenon of how executives and middle level

managers will take phone calls from recruiters because they want to know what they are offering.

Remember that if you treat someone the way you would like to be treated, then the experience

should be a positive one for all parties -- you, the Search Consultant, and the employer.

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FOLLOW UP

The Hot Sheet

In recruitment, you learned that you should refer each prospect to three people. This means you

will have to have at least three professionals in each category on your target contact list as well

as other professionals who are not on the target list, but to whom you frequently refer.

To aid your networking and referral efforts, you should, create The Hot Sheet. This is a list of

professionals, categorized by practice area, with names, addresses and telephone numbers. You

will use this sheet as your quick reference for making referrals. It will also be the primary tool

that guides your networking.

You should start by creating the Hot Sheet template on your word processor. This includes the

headings by type of professional, with at least three spaces in each category to add names of

contacts. Hot Sheet, a contact must satisfy each of the following conditions:

1. You must have had a personal meeting (even if you know the contact well)

2. You must feel the contact is highly competent .You wont want to be referring to.

3. Professionals that might reflect badly on you by their poor handling of the client.

4. You must feel the contact has a high probability of referring business. The best indicator

of this is if the contact has referred before. Other things to look for

High degree of contact with your target client. Successful practice or business.

Leadership

Gregariousness

5 You must like the contact personally and be open to taking the relationship to a higher

level of friendship if the opportunity arises.

Your goal in networking is to fill your Hot Sheet. When you ask for the names of new contacts,ask specifically for the types of professionals who match the empty spaces on your Hot Sheet.

The Key to Success

Follow-up is the key to success. It is such an important concept that I must close the same way.

Successful networking is not about how many people you can meet. But rather how many

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beneficial relationships you can establish. Naturally, you will have to kiss quite a few frogs to

find your princes, so meeting new people is important throughout the process. Ultimately,

however, the key to success is to establish long term relationships.

Most successful clients have established dozens of new friendships that have enriched their lives

as well as their practices. In the beginning these lawyers networked feverishly, meeting new

people constantly. As the relationships were established, the emphasis in their networking shifted

from meeting new people to staying in touch with friends. They tell, networking is the easiest

thing in the world now, because the bulk of their marketing consists of picking up the phone and

saying hello to friends who send them business.

Make follow-up a habit. Make it automatic. If you do, you are sure to see your practice grow.

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CHAPTER 6

Observation at UNIVERSAL INFORMATION SERVICES

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My observations being at Universal Information Services were as follows:

The main thing which I observed was the recruitment process of the candidate. What are their

criterias of selection, how they judge there candidate. They use various techniques to recruit

good candidates for the companies. The Various techniques are used like Telephonic interview,

searching resumes through various job portals, head hunting, references etc. After the resumes

are screened depending upon the job requirements, the candidates are called for the preliminary

interview and screening. The same is done by the executives at the consultancy. After the

preliminary selection is made by the executives the candidate is sent to the company for the next

rounds that are conducted there itself.

Procedure followed at Universal Information Services for short listing or selection of

candidates:

Every consultancy has two kinds of data primary and secondary. Secondar3 data is the data

already present in the database and has been collected through different sources for use. Primary

data is the data that is collected by the executive himself through job portals, references and head

hunting.

There is always a shortage of good candidates in the market therefore a lot of effort needs to be

put in by the executives to find candidates as per requirem

When the candidate is short listed by the consultancy the same candidate is sent to the

company/clients for further interview rounds.

Selection

When the company/client selects the particular candidate the HR department informs the

executive in charge and sends him or her the date of joining and the package offered by the

company.

After knowing the same it is put in the database for calculations by the consultancy and the

incentives of the executive. The executive at the end of the month gets incentive depending upon

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the number of closings done for the month and the consultancy gets commission depending upon

the contract with the client.

CHAPTER-7

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CONCLUSION

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CONCLUSION

My Summer Training at Universal Information Services was indeed a novel experience. It helped

me to bridge the gap between theoretical and practical knowledge and to

understanding of various concepts involved in Human Resource Management.

The entire process of recruitment through Universal Information Services had been very smooth.

They got in touch with me through one of my friends reference. The opening conversation was

very well structured and detailed me the exact profile after knowing my interest in the same the

ball was set rolling and ended positive for me. The constant feedback and updating during the

process was very timely.

I was able to fulfill my objectives through the project:

1. I understood the various tools that are used in the recruitment process like the job portals and

head hunting and references which are very essential for recruitment in the consultancy and

must be concentrated on.

2. I learned the process of recruitment the various stages in the process which is observed in the

consultancy.

3. The dues settlement process needs to be followed so that the clients pay the commission on

time depending upon the contract and package.

4. The recruitment and selection process were satisfactory.

5. The computer system and new technology like telephone. Internet, portals etc are very

essential in the recruitment process. The systems in the process were very effective and were

maintained on timely basis.

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I learned a lot in this field and will always be thankful to the professionals who helped me

complete the project and who gave me the in-depth knowledge about the recruitment and

selection process carried out in the company, it was a valuable exp

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CHAPTER -8

RECOMMENDATIONS

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RECOMMENDATIONS

After completion of my project in the recruitment process, I would like to suggest someimportant points to the organizations regarding improvement in the process of recruitment to

make it more satisfactory.

1. Proper records should be maintained of the job requirements, so that, It can be used in the

future.

2. Timely feedback should be taken from the clients to keep track of the position which is to be

filled.

3. There should be a good relationship between the client and the consultancy so that proper

feedback can be gained from the HR department.

4. Proper records should be maintained of the job requirements, so that, It can be used in the

future.

5. Exact job requirements should be allocated to the respective department whose has been

made in charge of that position.

6. Certain time limits should be allotted to the person who is looking after the respective

position.

7. Timely feedback should be taken from the clients to keep track of the position which is to be

filled.

8. To maintain high motivation level of the employees it should be seen that the remuneration is

on time.

9. Weekly update on work status of each employees should be t.

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CHAPTER -9

BIBLIOGRAPHY

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BIBLIOGRAPHY

BOOKS> Human resource and personnel management by K Aswathappa

MANUALS

> Manual of Universal Information Services

WEBSITES

> www.uisindia.com

> www.hrmguide.com

> www.humanresource.com

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CHAPTER -10

ANNEXURE

rectuitment & selection of universal information service

Documents