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ACKNOWLEDGEMENT

We have taken efforts in this project. However, it would not have been possible without the kind support and help of many individuals. We would like to extend our sincere thanks to all of them.

We are highly indebted to GLS ICT and Prof. Kavita Kshatrya for such an opportunity of getting a practical knowledge in the production and operations field, as well as the guidance, constant supervision and for providing necessary information regarding the project & also for their support in completing the project.

We would also like to thank our Director Sir, Mr. Hitesh Ruparal for giving us a peaceful and calm atmosphere to help in our Study.

We would like to express our special gratitude and thanks to people who helped us in taking permission for the visit Mr. Snehal shah for giving the permission to visit the plant and the person who guided us during the visit Mr. Rumit shah.

Our thanks and appreciations also go to all the group members in developing the project and also to people who have willingly helped us out with their abilities for successful completion of the project.

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1.1 Company overview.

Hipolin Limited,is one of the largest Manufacturer of Detergent products and Cosmetics in India and hold good position having more than 300 distributors all over India in the Domestic market of the country. The company have maintained a marginal reputation in the market by the production of quality approved products. Alongwith that, the company is one of the familiar Exporters of the country in the same field. The company is having the capacity of manufacturing the Detergents and Cosmetics in buyers approved brand name and also manufacture the products as per buyer's desired specification and packing.The company is also manufacturing Detergent Powder in loose foam for industrial purpose and High foam for deomestic use. The quality and packing can be matched with the European market and taste.All the above products will be available in any packing and size and any brand name.

Registration Date Buyer / Seller in EC21 Business Type Year established Employees total Annual revenue

24\01\2002 Seller Manufacturer 1950 101 500 USD 1,000,001 - 2,000,000

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1.2 HR Department of Hipolin Public Ltd.

Executive Director HR Mr. Vivek Shah

HR & Personnel manager Mr. Snehal Parikh

HR Executive Mr. Sunil Talati

HR Jr. Executive Ms. Dhwani Patel

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2.1 Human Resource Management: Human Resources may be the most misunderstood of all corporate departments, but it's also the most necessary. Those who work in Human Resources are not only responsible for hiring and firing, they also handle contacting job references and administering employee benefits. It's true that any individual who works in Human Resources must be a "people person." Since anyone in this department deals with a number of employees, as well as outside individuals, on any given day, a pleasant demeanor is a must. Managing employees is a major job, so those in Human Resources must be equal to the task. Ten or twenty years ago, Human Resources personnel were rarely seen. Instead they worked behind the scenes to ensure personnel records were in order and employee benefits were being properly administered, but the job stopped there. Today's Human Resources personnel don't only handle small administrative tasks. They are responsible for staffing major corporations. This is no minor feat. It's not enough to be able to screen potential employees, however. Those who work in Human Resources also have to be able to handle a crisis in a smooth, discreet manner. Whether the issue is health care related or regarding sexual harassment or employee disputes, a person working in Human Resources must be trusted to keep an employee's personal details to herself. The Human Resource team must also be a good judge of morale and realize when morale boosting incentives are needed. It's up to them to make sure all employees are comfortable with their surroundings and working under acceptable, if not above average, conditions. For those looking to enter a career in Human Resources, a college education is necessary. One doesn't necessarily have to have a degree in Human Resources, however. Majoring in Business Administration, Psychology, Labor Relations and Personnel Administration, as well as degrees in Social and Behavioral Sciences, can also be beneficial.

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Some standard responsibilities of a human resources department include the following:

Securing, offering and explaining benefits, like health insurance or 401ks.

Managing on-the-job health and safety issues.

Offering information or advice on special work programs, like reimbursement for continuing education or smoking cessation programs.

Advertising available jobs, screening applicants, setting up interviews and potentially hiring applicants.

Handling all paperwork related to the hiring or firing of employees.

Distributing paychecks and bonuses (though paycheck disbursement may be outsourced to another company).

Helping workers apply for family leave, maternity leaves, sabbaticals or disability payments.

Possibly participating in motivational company wide events.

Approving performance reviews and assessing raises or promotions.

Handling complaints about employer abuses, sexual harassment, discrimination or hostile work environment charges.

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2.1 Hipolin HR Department

In Hipolin, the work of Human Resources falls into four areas - Strategic Business Partnership, Leading Organisational Change, Championing issues that are relevant to employees, and acting as a knowledgeable resource on Company plans and policies. In playing these roles, a business partner understands the business objectives and works with our leaders to develop and deploy our business strategies. In support of those, creating strategies, systems, and tools that attract, develop, challenge, motivate and reward our people. To think creatively and at the same time be result oriented is one of the plus points of Hipolin. Leading organizational changes and champion issues that are relevant to our people such as: training, diversity, recruitment, organization effectiveness, employee and labour relations, or compensation and benefits.

2.2 The main functions of Human resource Management are;


Job Design (JD) Job Analysis Human Resource Planning (HRP) Recruitment Selection Hiring Induction Performance Evaluation Compensation Management Training and Development Employee Movements Welfare Administration Health and safety Administration Discipline Administration

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Job Design (JD) JD can be defined as the function of arranging tasks duties and responsibilities in to an organizational unit of work for the purpose of accomplishing a certain objective. Job Analysis This includes the systematic analysis of the job and the characteristics of the desired job holders. The information collected through a Job Analysis is of two forms; Job Description: Describes the job, its tasks, responsibilities and service conditions of a job. Job Specification: Describes the requirements of the person for the job, including abilities, educational qualifications, special physical and mental skills, training, experience etc. Human Resource Planning (HRP) HRP can be identifies as the strategy forecasting the organizations future requirements for different types of workers, their acquisitions, utilization, improvement, employee cost control, retention and supply to meet these needs. The HR Planning Process

Recruitment This is the initial attraction and screening of the supply of prospective Human Resources available to fill a given position/s. In other words, it is the process of involving the attraction of suitable candidates to vacant positions from both internal and external sources of the organization.

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Selection This is a systematic process of selecting the most appropriate and suitable person to a particular job. In other words, Selection is choosing an individual to hire from all those who have been recruited/ attracted. Hiring This is the process of appointing the person selected for a particular job. In this process, letters of appointments will be prepared, employment contracts will be signed and the new employee will be sent in for a probationary period. (Probationary period: the time period where the newly appointed employee will have to work till he/she is made permanent) Induction This is concerned with introducing an employee to the company, job and staff in a systematic way. There are two components of induction,

Introducing the employee to the organization and the organizations culture. Introducing the employee to his/her job

Performance Evaluation This is a regular systematic assessment of an employees performance in order to review whether his/her performance matches the expected performance levels. Performance evaluations are an analysis of an employees recent successes and failures, personal strengths and weaknesses, and suitability for promotion or further training. It is also the judgment of an employees performance in a job based on considerations other than productivity alone. Compensation Management The main objective of the function is to develop and maintain a good salaried and wages system which is reasonable both internally and externally.

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Factors affecting Salaries and Wages


Cost of living Supply and demand of labor Government requirements (minimum wage rates) Competitor wage scales Trade Union influences Labor productivity

Training and Development Training is the process by which the employees are taught skills and given the necessary knowledge to carry out their responsibilities to the required standard. In other words, it is the improvement of the performance to carry out the current job. Development is concerned with the giving the individual necessary knowledge, skills, attitude and experience to enable an employee to undertake greater and more demanding roles and responsibilities in the future. Development is concerned with the long term prospects of a career succession plan. Methods of training and development

Apprenticing On the job training Off the job training Simulations Role playing Case studies

Employee Movements The movements of employees take place in three methods,

Promotions: this is the re-assignment of an employee to a higher ranked job in terms of responsibility, respect and salaries. Promotions are usually based on seniority, competency and merit.

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Transfers: this is the movement of an employee from one job to another on the same occupational level and at the same level of wage or salary.

Lay off: This is the temporary stoppage or suspension of the service of the employee to various reasons.

Welfare Administration This refers to all the facilities and comforts given to the employee by the employer apart from wages, salaries and incentives.

Medical facilities Canteen facilities Housing facilities Transport facilities Recreation facilities Loan facilities Educational facilities

Health and safety Administration This is concerned with maintaining required and reasonable levels of professional Health and safety in the job and its environment. The organization should ensure the employees physical and mental health. The work place should be free of hazards. Discipline Administration It is important to control the performance and behavior of the employees according to the rules and regulations of the organization. For this very reason it is important to develop, implement and maintain an appropriate disciplinary system. Importance of a discipline administration:

To reduce conflicts and confusions To control the employees in an orderly manner To ensure employees behavior in accordance with performance standards, rules and regulations of the organization.

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The Human Resource Department Deals with management of people within the organization. There are a number of responsibilities that come with this title. First of all, the department is responsible for hiring members of staff; this will involve attracting employees, keeping them in their positions and ensuring that they perform to expectations. Besides, the Human Resource Department also clarifies and sets day to day goals for the organization. It is responsible for organization of people in the entire company and plans for future ventures and objectives involving people in the company.

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3.1 Manpower Planning: The Human Resource Department is placed with the responsibility of ensuring that it plans adequately for all the organizations future engagements that will involve people. One important aspect of this is planning for employees in the organization. It is important that the organization ensures that all the employees under its wing are just enough to increase value to the organization. The Department must ensure that staff members are not too many because if they exceed this amount, then the organization stands to lose. It must plan adequately to ensure that staff members are not too few either, otherwise they will be overworking those who are already in place. Consequently, there will be poor motivation resulting from fatigue. The HR department is also bestowed with the responsibility of planning future organizational goal in relation to people or clarifying these same goals to staff members. This function of the department ensures that people in the organization have a general direction which they are working towards. Human Resource Planning is a process of forecasting an organizations future demand for human resource and supply of right type of people in right numbers.

3.2 Recruitment Preparation: There is no general preparation for Recruitment in the company as the forecasting is very simple for sales and import export. Generally recruitment is needed during the time of higher production in case of mass order and that is done by On-Gate recruitment as there is ample availability of cheap labourers in nearby vicinity.

3.3 Job Posting: Agreement in which a firm internally posts a list of open positions (with their descriptions and requirements) so that the existing employees who wish to move to different functional areas may apply. The job posting in this organization is to be used for the following purposes: 1. To secure approval to fill a vacant position 2. As the basis for national advertisements 3. For state and local posting requirements 4. Basis for subsequent online posting GLSICT (MBA) Page 12

3.4 Advertisements: The organization uses newspaper like Gujarat Samachar, Sandesh, Divya Bhaskar, Acent (for higher level) etc. as a means for promoting the vacant positions for high skilled employees. As the purpose of recruitment and selection is to match the right applicants with the right jobs, the organization needs to ensure that the true target market is reached. For employing the labourers generally the walk-in or referential employment is preferred for recruitment as it is very fast and many be required to do on urgent basis during crisis. That is, that the advertisement reaches professionals and managerial applicants. Thus the most popular method used to attract professionals and managerial employees is to advertise in state or metropolitan daily newspaper. If the organization cannot match suitable applicants to jobs, then the whole recruitment process is affected. Employing the wrong person for the job creates additional costs, low job satisfaction, decreased productivity and increased turnover. 3.5 Internal Recruitment: The organization does not have a written policy on internal recruitment. There is no procedure in place to facilitate the filling of positions through internal sources. One of the implications of not advertising internally within the organization is that morale may be damaged which may contribute to an increase in absenteeisam and increase in job dissatisfaction. Another implication is that most suitable applicant for the job may already be employed with the organization, but because the position is not advertised internally that employee will not have the opportunity to put their case forward. Internal advertising can help identify people with talent who otherwise would not be known personally to management. Internal advertising and job posting can help facilitate the promotion of employees who are qualified. Without the advertising of positions internally, it is difficult to develop succession planning.

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4.1 Selection process: Employee Selection is the process of putting right men on right job. It is a procedure of matching organizational requirements with the skills and qualifications of people. Effective selection can be done only when there is effective matching. By selecting best candidate for the required job, the organization will get quality performance of employees. Moreover, organization will face less of absenteeism and employee turnover problems. By selecting right candidate for the required job, organization will also save time and money. Proper screening of candidates takes place during selection procedure. All the potential candidates who apply for the given job are tested. But selection must be differentiated from recruitment, though these are two phases of employment process. Recruitment is considered to be a positive process as it motivates more of candidates to apply for the job. It creates a pool of applicants. It is just sourcing of data. While selection is a negative process as the inappropriate candidates are rejected here. Recruitment precedes selection in staffing process. Selection involves choosing the best candidate with best abilities, skills and knowledge for the required job. The Employee selection Process takes place in following order in this organization. 1. Interviews: It is used to eliminate those candidates who do not meet the minimum eligibility criteria laid down by the organization. The skills, academic and family background, competencies and interests of the candidate are examined during preliminary interview. Preliminary interviews are less formalized and planned than the final interviews. The candidates are given a brief up about the company and the job profile; and it is also examined how much the candidate knows about the company. 2. Negotiation: If candidate cleared technical interviews then negotiation takes place between the organization and the candidate for salary and location. 3. Reference Check: Reference check forms the crucial element in appointing the employee in Hipolin because it has majority of Waged Labourer in the work force which are local residents and generally from rural sides of the Ahmedabad. There is no authenticity of background and hence to assure that employed labourer is having the clean records the Reference Check is done with most scrutiny.

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4.2 Interview Structure: The organization uses unstructured and semi-structured interviews. A disadvantage of using unstructured interview is that the same question may not be asked across each of the candidates being interviewed. This affects the validity of the interview, since decision may be based on different sets of criteria. Interaction between the candidate and the interviewer may differ from one interview to the next, therefore lacking consistency and reliability. Structured interviews for professionals or high skilled applicants can help ensures the decisions are made based on the answers to the same set of questions, thus comparing the same set of criteria. 4.3 Interview Environment: The room used to interview applicants is important as it contributes to the image of the organization. The interview room for this organization is the boardroom. It is located immediately beside the main office and is set up as a traditional boardroom with a long table and chairs. The use of the boardroom table for interviewing may cause the applicant to become uncomfortable, as the seating arrangements may not facilitate a relaxed environment. This environment may cause the applicant to become nervous and the quality of response received may be affected.

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5.1 Orientation: An introductory stage in the process of new employee assimilation, and a part of his or her continuous socialization process in an organization. Major objectives of orientation are to (1) gain employee commitment, (2) reduce his or her anxiety, (3) help him or her understand organization's expectations, and (4) convey what he or she can expect from the job and the organization. It is commonly followed by training tailored to specific job positions. Employees who are new to the job require essential information related to their work and their work environment. Within a reasonable time following their appointment, employees require orientation to their duties, work environment and terms and conditions of employment. The end result should be a solid foundation for a successful, long-term working relationship between employer and employee. This organization uses manual induction program and also IMS awareness program for new employees. This IMS awareness program is one-day course and is designed to: Address the common problems faced by Quality, Environmental and Health & Safety Managers, and provide delegates with an understanding of how to streamline systems without losing focus. 5.2 Joining Formalities: The organization completes the joining formalities after the orientation. The organization generates an I-card for attendance, opens a bank account for salary payment and asks to sign legal bond/work commitment to newly joined employees. The organization collects the required documents like Residential Proof, Pan Card, 2 Passport size Photograph, 10th & 12th Mark sheets, Graduation Mark sheet, Personal Information Sheet, Offer Letter, Appointment Letter, Resume

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6.1 Training and Development: It is a learning process that involves the acquisition of knowledge, sharpening of skills, concepts, rules, or changing of attitudes and behaviors to enhance the performance of employees.

Training is activity leading to skilled behavior.


Its not what you want in life, but its knowing how to reach it Its not where you want to go, but its knowing how to get there

Its not how high you want to rise, but it knows how to take off It may not be quite the outcome you were aiming for, but it will be an outcome

Its not what you dream of doing, but its having the knowledge to do it It's not a set of goals, but its more like a vision Its not the goal you set, but its what you need to achieve it

Training is about knowing where you stand (no matter how good or bad the current situation looks) at present, and where you will be after some point of time. Training is about the acquisition of knowledge, skills, and abilities through professional development. Development is the part of human resource management that specifically deals with training and development of the employees. Human resource development includes training an individual after he/she is first hired, providing opportunities to learn new skills, distributing resources that are beneficial for the employee's tasks, and any other developmental activities.

Role

of

training:

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6.2 Training and development objectives: The principal objective of training and development division is to make sure the availability of a skilled and willing workforce to an organization. In addition to that, there are four other objectives: Individual, Organizational, Functional, and Societal. Individual Objectives - help employees in achieving their personal goals, which in turn, enhances the individual contribution to an organization. Organizational Objectives assist the organization with its primary objective by bringing individual effectiveness. Functional Objectives maintain the departments contribution at a level suitable to the organizations needs. Societal Objectives ensure that an organization is ethically and socially responsible to the needs and challenges of the society.

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6.3 Importance of training and development: Optimum Utilization of Human Resources Training and Development helps in optimizing the utilization of human resource that further helps the employee to achieve the organizational goals as well as their individual goals. Development of Human Resources Training and Development helps to provide an opportunity and broad structure for the development of human resources technical and behavioral skills in an organization. It also helps the employees in attaining personal growth. Development of skills of employees Training and Development helps in increasing the job knowledge and skills of employees at each level. It helps to expand the horizons of.

Productivity Training and Development helps in increasing the productivity of the employees that helps the organization further to achieve its long-term goal.

Team spirit Training and Development helps in inculcating the sense of team work, team spirit, and inter-team collaborations. It helps in inculcating the zeal to learn within the employees. Organization Culture Training and Development helps to develop and improve the organizational health culture and effectiveness. It helps in creating the learning culture within the organization. Organization Climate Training and Development helps building the positive perception and feeling about the organization. The employees get these feelings from leaders, subordinates, and peers. Quality Training and Development helps in improving upon the quality of work and work-life. Healthy work environment Training and Development helps in creating the healthy working environment. It helps to build good employee, relationship so that individual goals aligns with organizational goals. Health and Safety Training and Development helps in improving the health and safety of the organization thus preventing obsolescence. Morale Training and Development helps in improving the morale of the work force. Image Training and Development helps in creating a better corporate image.

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Profitability Training and Development leads to improved profitability and more positive attitudes towards profit orientation. Training and Development aids in organizational development i.e. Organization gets more effective decision making and problem solving. It helps in understanding and carrying out organizational policies. Training and Development helps in developing leadership skills, motivation, loyalty, better attitudes, and other aspects that successful workers and managers usually display.

Training and development in Hipolin: IRM has always been supportive towards anyone who is willing to learn and gain extra knowledge in their field. This year lots of employees have taken up training for getting in depth knowledge in their specified and respective field.

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Training in Hipolin is generally focused on the exports and Business-to-Business transactions. The Sales Manager is extensively trained in Communication and Business Developments to increase the Client base in B2B business. The large percentage of employees in company are waged laborers and they have to be trained in machine operations and packaging department for efficient production. The distributor are invited to seminars are regular basis to aide them in helping the faster distribution and even in efficient import-export business. The newly recruited Sales Executives are directly trained under supervision of Senior Sales Executive.

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7.1 Roles and Responsibilities HR Executive: Ms. Dhwani Patel, HR executive is overall responsible, accountable and authorized for HR Function of the Organization. She is responsible and accountable for implementing personnel policies, industrial relations, labor laws, statutory legislation and obligations. To advertise and recruit employees for sanctioned positions. To co-ordinate with head of the departments to identify the training needs of every employee in the plant and schedule appropriate training program. To control personnel salary records and forward to EDP for further action. To change and update changes in departmental quality system documentation.

Induction & Joining Formalities: 1) Plan, organize, and conduct induction programmed, devise the orientation plan for the new joiners. 2) Complete the joining formalities i.e. Collect the required documents, creation of login id for attendance / introduce and set the KRA for new joiners, design reporting system & assign mentor as per the respective department wise. Performance Appraisal: Involved in Performance Review process, defined all roles and developed role descriptions which are mapped against KRAs through daily reporting tracker system. Managing Appraisal process across the levels and establishing framework for substantiating Performance Appraisal system linked to Reward Management. Attendance, Payroll & Salary Administration: Maintain the employee attendance in Time Management System and generate the attendance report by online system for the salary process. To coordinate with the finance for monthly payroll system, make necessary entries for new joiners, separation cases, unpaid leave. Follow-up with Bank for timely credit of salary & Issuing salary slips.

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HR Policies, Procedures, & Processes: Implement, review, redesign and introduce HR policies. Keep a track of records to the procedures, processes, formats / forms in line with organizational goals. HR Administration & Welfare: Offer release, bank account opening, ID card coordination, sending details to the support staff. Verification of documents and employment screening/background verification of new joined employees i.e. verification report includes: Tenure with the Company, Title of last position held, Starting & ending salary. Dues with the company, Reason for leaving, eligible for rehire Attendance, overall Satisfaction of Employment, Behavior with Collogues, etc. Conducting employee satisfaction survey, designing reward and recognition scheme. Clarify the Employee Grievance and various issues/queries on Leave policy, Salary payment. Maintain the notice board with the information about Thought of the Day message, Employee of the month announcement, articles on weekly and fortnightly basis. Maintain & Update the Daily/Weekly/Monthly MIS report, HR files and employee information in various reports like employee database, employee CV's, preparing all HR letters and certificates etc. Full & Final Settlement and Exit Process: Conducting exit interview process for resigned, quit / terminated employees Coordinate & manage the Full & Final Settlement with the help of finance division and sending circular to other departments at the time of relieving of an employee. Analyzed the issue by giving warning through verbally or written by issuing warning letter till termination of employees due to continuous absenteeism, no prior intimation before taking leaves, unable to reach assigned targets, lack of ownership & responsibility etc. Compensation: Overall co-ordination of manpower planning, induction and ensuring cultural fit. Selection policies, attendance management system, exit interviews, transfers & redeployments as per staffing projections. Handling Salary negotiations, increments, and compensation administration. Page 23

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Training & Development: Identifying training needs and development of action plans for imparting training including measurement of effectiveness. Conducting managerial and technical trainings to enhance the managerial and soft skills of the employees. Organizing customized training programs based on the training need analysis to enhance the manpower skills & efficiency. Employee engagement activities: The organization organizes the picnic, sports day on 20th October every year. The birthday of every employee is celebrated in the organization with cake and bouquet. Employees also get leave on their birthdays.

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8.1 Performance Appraisal: Performance Appraisal is the systematic evaluation of the performance of employees and to understand the abilities of a person for further growth and development. Performance appraisal is generally done in systematic ways which are as follows: 1. The supervisors measure the pay of employees and compare it with targets and plans. 2. The supervisor analyses the factors behind work performances of employees. 3. The employers are in position to guide the employees for a better performance. Objectives of Performance Appraisal Performance Appraisal can be done with following objectives in mind: 1. To maintain records in order to determine compensation packages, wage structure, salaries raises, etc. 2. To identify the strengths and weaknesses of employees to place right men on right job. 3. To maintain and assess the potential present in a person for further growth and development. 4. To provide a feedback to employees regarding their performance and related status. 5. To provide a feedback to employees regarding their performance and related status. 6. It serves as a basis for influencing working habits of the employees. 7. To review and retain the promotional and other training programmes. The performance approval for level M1 to E4 in this organization is done in a structured form. This form is as given below.

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9.1 Conclusion: HRM helps to asses future recruitment needs anticipate & possibly avoids redundancies. Accordingly formulate training programs, develop a promotion and career development policy. We have done study on HR departments functions in organizations. We have concluded that all human related work is done by HR department. All work including recruitment, selection, orientation, training and development, final placement, performance appraisal, motivated activities are arranged by HR departments executives. HR department observes all departments and its employees performance. We come to know that HR department is a mediator of all departments i.e. if there is any problem in any department related with human then HR department solves that problem at any cost. If they notice any problem related to employees like level of work, disputes, lack of motivation etc then HR department arranges motivation program, picnics, sports day etc. Any important notice or circular that is important for all or any particular employee then it is responsibility of HR department to pass it. They arrange safety and health related program. They maintain calendar which include all programs and training dates which had been occurred and which is going to be arranging in future. They maintain employees presence and absence.

9.2 Recommendations and suggestions: They should think on employees suggestions and if they are proper then they should accept it. They should helpful and co-operative with students visiting their company. In recruitment they are giving priority to internal sources like friends or relatives of employees instead of this they should give opportunities to others who are more talented. At time of recruitment, bond system is unfair.

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Bibliography: http://www.irmome.com/aboutus/aboutus.aspx http://www.irmome.com/aboutus/aboutus.aspx http://bmmanhum1105.blogspot.in/ http://www.managementstudyguide.com/training-development-hr-function.htm http://www.scribd.com/doc/10041934/HRM-Training-Development

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