1. executive summary
in every organisation employment & personnel planning as an activity is necessary because
personnel planning embrace all future positions in the organizations. human resource
planning is a vital ingredient for the success of the organisation in the long run. there are
certain ways that are to be followed by every organisation, which ensures that it has right
number and kind of people, at the right place and right time, so that organisation canachieve
its planned objective.human resource management is a process of acquiring, training,
appraising,training, and compensating employees and of attending to their labour relations,
health, and safety and fairness concerns. each objective needsspecial attention and proper
planning and implementation.e m p l o y e e s s h o u l d b e a v i t a l p a r t o f t h e
e f f i c i e n t a n d e f f e c t i v e functioning of your business; therefore the aim of
recruitment is toe n c o u r a g e a p p l i c a t i o n s f r o m p e o p l e w i t h t h e s k i l l s
a n d q u a l i f i c a t i o n s n ec es s ar y t o m e et t h e or ga n is at io ns n ee ds .
s h or t a ge of s k i ll s a n d t h e us e of new technology are putting considerable pressure
on how employers goabout recruiting and selecting staff. it is recommended to carry out
astrategic analysis of recruitment and selection procedure. with reference tothis context, this
project is been prepared to put a light on recruitment and selection process of tata
teleservices.this report includes meaning and definition of recruitment and
selection,objectives and need of recruitment, evaluation of recruitment process,sources of
recruitment through which an organisation gets suitableapplication. job analysis, which
gives an idea about the requirement of the job through which job descriptions & job
specifications is prepared. next isselection process, which includes steps of selection, types
of test and interviews.
RECRUITMENT POLICY
To actualize the organizational vision of providing “Trustedservices to 100 million
happy customers by 2011”. Acquiring andretaining high quality talent is the key to
an oragnization’s success.
The recruitment strategy of Tata Teleservices limited(TTSL) adoptedfor the same
will mirror our corporate image and enhance its brandvalue.3.1.2
The recruitment process is the most visible and dynamic way of
projecting an organization’s objectives & image outside.
OBJECTIVE
2. Systematically hire competent human resource inline with HR Strategiesderived
from business goals, future growth plans & evolving roles andresponsibilities of
employees to keep pace with the changing dynamicsof the organization.
Hire Human resource with values similar to those advocated by theorganization to
ensure the right culture fit.
Adopt a continuous and conscious practice of exploring newer channelsfor sourcing the best
talent in a cost effective manner.
Provide opportunities to employees to apply for vacant positions in thecompany through
internal job-postings, with a view to enable careergrowth for them.
Implement merit based hiring practices that provides equal opportunityto all.
Hire “CRISP” talent with requisite competence, skill set, knowledge and
attitude to deliver business results today and tomorrow
3.3
RECRUITMENT STRATEGY
3.3.1
While hiring a TTSLite, they look for the followingattributes:-
C - Customer FocusR - Result OrientationI - Initiative and SpeedS - Self
ConfidenceP - Passion for achievement3.3.2
Sourcing Strategy
The following sources will be used for identifying the potentialHuman Resources
for TTSL:Recruitment consultants, Employee Referrals, Job portals,
InternalResume Database, Direct Recruitment-Walk Ins, News Paper Ads,Campus
Recruitment, Data bank, Voluntary application, Referralfrom Tata ecosystem,
Voluntary referrals from professional Agencies,NGOs facilitation, etc .
3. 3.4
INITIATION
OF
RECRUITMENT
3.4.1
Manpower Budget
The organization’s business plans for the fiscal year originates from
the long term business objectives of TTSL. Each function defines itsmanpower
requirements based on the strategic objectives set downfor achieving the annual
business objectives for the function. Thefinance function analyses the cost incurred
in the hiring of manpower. Corporate HR with circle HR discusses the
manpowerrequirement with the heads of each function to rationalize themanpower to
control additions and cost.
Hiring Plan
Following this, the hiring plan for entire year is charted out. This planlays down the
Number of employees to be hired on a monthly basisat each level, location and function.
The manpower budget isreviewed if any revision in business plan takes palace.
There is nocarry forward of budgeted manpower from one year to another
year.Thus, there may be a change in the manpower needs projectedinitially, and the
same gets changed on changes in business plansduring the course of the year.
3.4.2
Drivers of Recruitment
In addition to the budgeted requirement for manpower, there maybe some other
drivers of recruitment i.e.Reorganization/Restructuring which arises from merger,
acquisitionor expansion can stimulate a need for recruitment.
3.4.3
Job Descriptions
A key input for recruitment is an inventory of all skill sets andcompetency levels for
existing positions in all functions. Theseprerequisites for a position are translated into
job descriptions (forformat see annexure 1).Job Descriptions (JDs) describe the
work performed, responsibilitiesinvolved, experience profile, skill. JDs give an
4. understanding of thetasks performed and the type of qualification required to
performthem them.
3.5
RECRUITMENT SOURCES
Once the requirement for hiring is justified and manpower requisition isapproved,
applications for specific positions are generated throughvarious sources. Following
sources are used for recruitment:
3.5.1
Internal Sources
3.5.1.i
Internal Job Postings/External Job Postings (TATA WORLD)
This method is used for identifying qualified internal candidates. Ithas the
advantage of redeploying people already acquainted with
the company’s business processes and culture and hence, job
training can be reduced. It provides opportunity for promotionand employee development.This
procedure applies to all budgeted vacancies as well asvacancies created due to
replacement requirements in levels M4to M8.Input Approved manpower
requisition/job description(JD)SLA
Post the vacancy on the Intranet, within 1 day of receiving a requisition.
Receive CVs from internal candidates within 7days of job posting.Activities
The manpower requisition should be signed &forwarded by the function head and
mailed tothe GM HR corporate.
Check JDs for level & location and post it to theintranet
5. Collect the applications received from the hiringmanager on the 7
th
day of job posting.
Applicants have been in the current assignmentfor a min. of 6 months period & are
confirmedemployees.
If candidate selected make offer.
If offer is accepted
–
update personal file,Update SAP, inform Finance, inform reporting
manager about candidate’s date of joining.
Input Approved manpower requisition/Job description
If candidate is not selected;
o
File CV and Interview Assessment sheet inrejected candidates folder
o
Begin sourcing Activity
3.5.1.ii
CV databank
The internal databank of CVs is an important source of profiles,specifically with
regard to local candidates. After the applicationsare received, they are screened and short-
listed for furtherprocessing.Inputs CVs received from various sourcesSLA Ongoing
activityActivities
Segregate CVs received through email, post,walk-in candidates, employee referrals
6. Classify CVs as per function and date of receipt
File CVs in a function
–
wise manner
3.5.1.iii
Employee Referral Scheme
“Bring buddy”
Employee referral is an efficient and cost effective way of attracting qualified
candidates. Employees not only get the
referral fee but also they play a role in shaping the company’s
future.Any employee who wants to refer an individual can forward tothe HR
function either through email or by submitting a hard copy.inputs CVs from
employeesSLA Ongoing activityActivities
All CVs received are to be placed in thedatabank
Maintain record of the name of the employeeand date of receipt of CV
If the CV is short-listed, organize interview/if rejected tell referee
Informed the employee about the outcome if refer candidate attends interview
Update personal file
Update recruitment Tracker
3.5.1.iv
7. Off- roll employees
Hiring an outsourced employee simplifies the induction process asthe employee is
acquainted with the job complexities and the
organization culture. The term “off –
role employees” refers to the
employees working on the rolls of an agency providing results andservices to TTSL. These
employees are on the payroll of anexternal agency.
Appointment on TTSL rolls
It is based purely on the availability of a vacancy and suitability of the outsourced
employee as an applicant
Criteria
The applications are for entry level positions only (M8
–
M7)
The applicant has served for a minimum period of 12 monthscontinuously with an agency
providing services to TTSL.
The application is screened by dept. head
3.5.2
External sources
3.5.2.i
Recruitment through Consultants
Recruitment consultants are used to assist in the hiring of qualifiedcandidates.
They help in identifying job seekers and are a goodand efficient source for
obtaining pre
–
8. screened candidates. TTSLemploys Recruitment Consultants on a contingency basis
implyingthat they are paid a fee only when a position is closed throughthem.
Selection of RCs
The list of consultants along with the applicable terms andconditions is finalized by
Corporate HR at the beginning of eachyear. Each RC is required to sign a contract with
Corporate HRbefore commencing work with TTSL.
Evaluation of RCs
The list of consultants is revised only at the beginning of eachfinancial year, on the
basis of relative performance of theconsultants.Input Recruitment MIS & CV
databankTimeline In the beginning of financial yearActivities
Quantitative & qualitative assessmentundertaken
Evaluation done by recruitment dept. in eachcircle
Prepare list of consultants to be retained forthe year and those that nee to be
terminated
Head HR approve the above list
3.5.2.ii
Advertisements
Placing advertisements in the newspaper is a method of recruitingexternal
applicants, to be used in
specific cases such as walk in’s,
special positions etc. Since potential candidates are firstintroduced to the company
through advertisements, this helps inbuilding a positive image. Either TTSL or the
vendor can release anadvertisement for vacancies.
When TTSL releases the advertisement
This source is used for hiring for M5 & above levels. For this anadvertisement
copy should be prepared jointly and been approvedby both the hiring function and
HR. All advertisements to beapproved and ratified by Corporate HR & Corporate
MARCOMprior to release.The advertisement should:a.
9. Meet the criteria set by the company for release in the printmedia.b.
Be brief, precise and consistent with job specifications and theselection criteria. It
must specify the e-mail address/faxnumber/address where applicants can send their
CVs.c.
Attract the interest of potential and suitable applicants.d.
Have the following details:
Summary of TTSL’s business
Level/Title and location of position
Position code for each job
Job specifications in terms of skills, experience andqualifications required
Closing date of applications
3.5.3
Job Portals
Leading job portals like Naukri, Times job, Monster etc.
Should be used to get CV’s for closing positions at the level of
M2 to M8. corp
–
10. TA will maintain an annual matrix of usageof these portals by circle & will also circulate
usage on aquarterly basis.
3.5.4
TTSL Website
Open positions up to M2 level should be put on the TTSLwebsite for seeking profile from
interested applicants fromexternal world.
All open positions which are to be put on TTSL website willbe done so on approval of
Corporate
–
TA head.
3.6
SELECTION PROCESS
Having received the applications, the next step is to evaluateapplicants experience
and qualifications and make a selection.
3.6.1
Screening
Its purpose is to evaluate the application and eliminateapplicants whose profiles do not
match the job requirements.
Short-listing of CVs
The CVs received from various sources are screened bythe HR function within 7 day of
commencement of sourcing activity.
Knowledge & Aptitude Test
–
for campusIt is conducted for all trainees and laterals recruits in thelevel of M6 & M8
through a testing agency of reputedecided and finalized from corporate office. The
resultof test will be criteria for short listing / screeningcandidates for the purpose of
interview.
Psychometric Test
11. :
This test is done to find out the
“CRISP” fit.
3.6.2
Interview
This is powerful technique used to assess thecapabilities/skills of the candidate and
to understand thesofter aspects that a difficult to measure from resumes.After
finalizing a date and time, short-listed candidates areinvited for an interview.
3.6.3
Evaluation of candidate
The candidate interviewed are evaluated against the variousparameters indicated in
the Interview Assessment Sheet(see Annexure 2), which has to be filled-in and
signed by allmembers of the interview panel.
3.7
SALARY FIXATION
The selected candidates are required to furnish Documents prior to anoffer being
made.
Salary comparator
An appropriate salary fitment is generated giving threepossible options, based on
qualification, age, experienceand compensation details of the selected person and
basicsalary of existing employees at the same level.
Approval & signature
The authority for finalization of salary for salary for levelsM4 and below (for all circle
positions) shall rest with theHead
–
HR in each circle. All decisions pertaining to salarydetermination for level M3 &
above rest with corporate HR.
3.8
OFFER
After selection of the best candidate, email compensation offer ismade to him/her.
Only if the candidate accepts this & due verificationof Ref. Check/medically fit
12. clearance is obtained, an appointmentletter detailing the terms of employment is
given to him/her.Annexure indicating the list of documents to be submitted at the
timeof joining is to be given with the appointment letter (Annexure 3).It is
mandatory for the selected candidate to sign and return theduplicate copy of the
letter.The signing authority for offer letters is indicated below:
M1 & above - CHRO
M2 & M2A - Corp TA Head.
M3A & M3 - Corp TA head (for corp. Office)- Regional HR head for region.
M4 & below - Corp TA head or representative notbelow M3 level for offers in corp.
office. And regional HR head/Circle HR Head ( not below M5 level) for offers in region &
circlerespectively.
3.9
PRE-EMPLOYMENT ACTIVITIES
Once the selected candidate accepts the offer, the recruitment teamcommunicates
this information to be concerned units within and outsidethe organization. There
are various pre-employment activities which areas follows: -
3.9.1
Reference Check
Background verification is required for appointment.This is done through third party of
repute. Followingpoints may be considered during reference check:
For group transfer it is not required
Verification on qualification and last 3 employers
Termination due to any disciplinary issues
3.9.2
13. Medical Check-up
Medical fitness is also required for the eligiblecandidate, if he is found unfit; HR
reserves the right towithdraw the offer. Medical bills are also
reimbursed.(Annexure 4)
3.9.3
Relocation
If an employee is an outstation candidate, he/she isreimbursed travel expenses for
him/herself. Foroutstation candidate they also provide temporaryaccommodation.
3.10
JOINING FORMALITIES
The employee is required to fill in his /her personal details in a joiningreport and
submit supporting documents related to academicqualification, date of birth,
relieving letter and salary details of lastemployment along with medical fitness
reports. A welcome note signedby the Circle HR Head is placed in a joining
docket.The candidate is permitted to join without a relieving letter from
lastemployer provided he/she submits proof of acceptance of resignation.After
completion of joining formalities, at M0 to M2 an organizationannouncement is
displayed and the same is circulated to all Circles byCorp.HR. At levels M3A-M8,
a welcome note is displayed as the same iscirculated to other offices in the
circle.(Joining checklist
–
Annexure 5)
Induction
The new employee then joins the induction program organized by HR.The
induction Program is normally held in the last week of the month. Itincludes a
formal welcome by the Circle COO/Designated representativeof CHRO in
corporate and presentations made by different functionrepresentatives on business
operations of the company. The employeesare also introduced to the basics of
telecom through a separate trainingprogramme.
3.11
TRAINEE PROGRAMS
TTSL has got four broad training schemes for the expertise of itsmanpower, these
are as follows:
3.11.1
Management Trainee Scheme
14. The objective of management trainee scheme is torecruit bright and competent
young professionalsfrom reputed management institutes to assumemanagement roles
after due training and experience.
3.11.2
Executive Trainee Scheme
Management professionals from tier
–
II managementinstitutes are trained under this scheme to assume lotof implementation
roles in the company.
3.11.3
Graduate Engineer Trainee Scheme
In this young and bright professionals of BE/ B.Techfrom premier Engineering
Colleges is trained toassume roles in technology, network, IT, operationsetc.
3.11.4
Diploma Engineer Trainee Scheme
Bright and young Diploma holders are trained in thisto assume roles in technology,
network and operationsupport, etc.
3.12
INTER CIRCLE HIRING
Through this process employee may move from one Circle to another
or from/to corporate. This may be on account of the employee’s
personal request or on account of business reasons.
3.13
PROCESS REVIEW
All the processes that form part of the recruitment cycle need to bemonitored on a
regular basis. Any deviation from the sequence laiddown in this manual should be
recorded.A periodic process review is to be undertaken to rationalize processesand
to minimize the deviations in actual activities as compared to thenorms.A process
review is undertaken both at the Circle level and thecorporate level.
