DECLARATION

I hereby declare that this project "Process of HR " at Seritec electronics pvt. Ltd.
is purely and sincerely completed by me presented to the Maharaja surajmal
institute, in partial fulfillment of the requirement for the degree of Bachelor of
Business Administration.

The results embodied in this project have not been submitted to any other
university for any other course.
This information has been used purely for academic purpose.

Date:
Place:

ACKNOWLEDGEMENT
Achievement is finding out what you would be doing rather than what you have to
do . It is not until you undertake such a project that you realize how much effort and
hard work it really is , what are your capabilities and how well you can present
yourself or other things. It tells us how we rely on the efforts and goodwill of others .
It gives me immense pleasure to present this report towards the fulfillment of my
project .
It has been rightly said that we are built on the shoulder of others . For everything I
have achieved , the credit goes to all those who had helped me to complete this
project successfully .
I am very much thankful to Mr. for their kind co operation in the completion of my
project.

A special vote of thanks to my colleague , Mrs . who is HR Executive for her most
sincere , useful and encouraging contribution throughout the project span .
I am also thankful to Mr. who is my project guide without his support my project
was hard to complete.

Finally , I would like to thank all my friends who directly or indirectly helped me in
completion of my project & to my family without whose support , motivation &
encouragement this would not have been possible .

Executive Summary
The process of HR helps to know the flow of hr in the organization . It helps the
employees to understand the philosophy & work culture prevalent in the company.
It also highlights the expectation of the company expect from its employees.
The project gives a brief idea about the steps involved in the recruitment &
selection within the organization.

Process for Recruitment And Selection

1.
2.
3.
4.
5.
6.
7.
8.
9.

Process for Recruitment & Selection

Manpower Requisition Form
Qualification Matrix
Weightage Matrix
Interview Rating Sheet
Offer Letter
Personnel Form
Reference Check Form
Appointment letter

Process for Recruitment & Selection

Purpose
To ensure that the need for recruiting people is identified,recruitment of personnel
is done based on the competencyrequirement and the skills required for the job.

Scope
Applicable to all the activities related to the recruitment of competent people at all
levels at Keystone Realty Pvt Ltd.

Responsibility
The Overall responsibility for establishing , documenting , implementing and
updating this procedure lies with the General Manager HRD.

Process Steps
Need For Recruitment
The need for recruitment arises based on many reasons :

When an employee leaves the organisation

When there is a new project expected to be launched
Expansion plans of the Management
Business plans every year

Manpower plan is prepared based on the Business plan every financial year.
Department heads will submit their manpower
requirements to GM HR who will compile the data and prepare the list .

This list is then approved by the Director / Managing Director. Chief Engineers and
Department Heads will co-ordinate the same

Based on the need to recruit a new employee, the concerned departmental head/his
assignee fills in the Manpower requisition form. A Director duly approves the
Manpower Requisition form before it is forwaded to HR department for further
action.

Manpower requisition form has the details like:

Educational Qualification required

Professional Qualification required
Skill set required and desired
Experience required
Salary range
Key Objectives of the job
Deliverables in one year

Planning
Based on the Manpower requisition received , HR plans recruitment.
Ways of recruitment are through:

Employee referrals
Databank
Newspaper Advertisements
Website listing
Surfing the resumes from the Job portals
Consultants

The Job specifications (as per the manpower requisition form) are communicated to
the recruitment agency. Based on the requirements, the recruitment agency
recommends / suggest suitable candidate.
In case an advertisement is to be placed the date of Ad release /colour /location is
decided and agreed.
The advertising agency sends the proof for approval and once approved the Ad is
released. The media in which the Ad will be released is finalized like: Newspaper,
Business Magazines or any other publications.
In case of recruitment through job portals the resumes are short listed with the help
of the key words available on the portal .
The selection of these job sites is on the basis of the kind of position , level , and
other functional requirements.

Short listing and Screening

The Sr.HR executive short-lists candidates before forwarding a list of candidates to
GM HR for review. GM puts the comments and then forwards the short listed
resumes to the department head / Requesting section indicating the date.
Department Head / Requesting section screens the resumes with reference to the
Job specification mentioned in the manpower requisition form and puts their
comments on the short listed resumes , prioritise the resume and sends it / then to
the GM HR.
A final short list is prepared . Resumes of rejected candidates or the
candidates kept on hold are either retained in the databank or scrapped .

Interviews
Recommended candidates are called for interview . HR Executive sends the
Interview sends the Interview call letters by post or Emails or gives intimation
telephonically to the candidates.
Interviews help the organization make a judgement on the candidates suitability for
the respective job

Educational qualifications, experience profile, achievements, extracurricular /

societal activities and compatibility with the organization values and culture.
Interview are conducted in two rounds by the respective officials as detailed in
Work Instruction.
Interview rating sheet is filled for the assessment of each candidate for a
particular job . Each member on the interview panel fills up interview rating sheet .
The members shall discuss the suitability of the candidate after each member has
filled up the Interview rating sheet to arrive at a consensus.
The candidate/s rated as the best based on the above is / are issued a letter of
offer .

If the candidate is not suitable for the job GM HR informs the candidate verbally
either during the interview or later verbally on the telephone or an Email is sent
informing the candidate about the status.

Where a candidate is kept on hold till other interviews are in process for the same
position they are informed of the same. No candidate will be kept on hold for more
than 10 days.

Appointment / Rejection

Candidates selected in the final round of interviews are requested to fill in the SEPL
Personnel Form.

Compensation to be offered to the candidate is decided on the basis of

Market trend
Internal comparisons
Candidates existing Compensation
Experience
Educational / Professional Qualifications
Keystone pay scale for the respective profile
Criticality

All the above factors are considered before making an offer to the candidate.In case
reference checks are to be made, these are carried out and the details are filled in
the Reference check form Based on the above information an offer letter is
prepared and sent across to the candidate. If the candidate accepts the offer letter
then the candidate is informed about the joining process as detailed below.

Joining Process
Once the candidate accepts the offer, the date of joining is recorded and the letter
of offer contains this information.
Before the candidate joins the GM HR will ensure that following are in place :

Workstation
Computer / Laptop
Activation of Email ID
Extension Number

All of these are in accordance with the level and responsibility and in accordance
with the organization rules. The candidate is informed about the reporting times and
the working hours. The Candidate is given an Appointment Letter on the day he
joins. The candidate is also informed about the documents / details He / She is
supposed to furnish as he joins the Organisation.

These documents are :

Latest Medical fitness certificate from a recognised medical practitioner

Proof of Date of Birth
SSC and other education certificates
Experience certificates
Proof of last salary drawn
Relieving letter from last employer
Reference letter from any reputed person
PF Nomination / Transfer form whichever is applicable

On day ONE all the records / documents are verified by GM HR or his assignee. HR
department issues get him / her introduced to all the other employees of the
Organisation.

Induction Training
On the day of joining a new recruit is given an overview about the company profile
and his / her job. HR department arranges formal induction programmes only after
sufficient number of newly recruited employees are available to attend induction
training.
The purpose of the induction program is to ensure that:

Person becomes comfortable with the organisations working culture

New recruits are provided with the requisite information and tools to carry out
the assigned tasks.
SEPL values are inculcated Know the colleagues / peers

HR executive will handover the following documents to the new recruits :

Keystone Employment form (if not issued earlier)

PF Transfer / Nomination form , whichever is applicable
Saving Bank account opening form
ESIC Form whenever applicable.

Once these documents are handed over and explained in detail the person is
introduced to the respective department head.

HR Executive guides the new recruit to the respective HOD.Department Head

ensures that the Induction checklist is completed within ONE week from the date of
induction programme and duly signed by the new recruit is submitted back to HR
department . This checklist is filed in the respective employee personal file.
Once the person joins Induction training is carried out as detailed in the
Procedure for Training & development.

Interview
The interview process should help the company make a judgement on the
candidates suitability for the role. Educational qualifications, Experience profile,
Special achievements on the job, Extracurricular/Societal involvement and Value fit (
Keystone values) are the primary areas to be focused on.
Interview Panel
The HOD / Hiring Manager would coordinate / conduct the interviews for the short
listed candidates in accordance with the chart given below.
Level

Position

First Round

Second / Final Round /

Hiring Decision

Level
2

GMs;Chief Engineers;
HODs;Project
heads;etc

Directors Concerned

Directors Concerned

Level
3

Sr.Engineer;Sr Officers
(Marketing
Purchase,Accounts
,Legal etc)
Jr.Engineer ;Jr Officers;
Executives(Marketing
Purchase,
Accounts
,Legal
,Stores
,etc)
Site supervisors;
Administration /Office staff
etc

Head of Respective
Function & HO-HR

Directors Concerned

Representative of
the concerned
department

Head of Respective
Function & HO-HR

Representative of
the concerned
department

Head of Respective
Function & HR Officer

Store / Office Boys

Administrative head
& HR Officer

Level
4

Level
5
Level
6

Manpower Requisition Form

Date
Designation
Department
No of vacancies
Location(s)
Reporting to
No of subordinates

1.Key objectives of the Job

2. Major Deliverables: Next One Year

3. Right Person:
a) Essential Attributes /Skills Required:

b) Desirable Attributes /Additional Skills Preferred :

Interview Rating Sheet

Note :

Date:

1. This from shall be filled by the interviewers

2. A copy of manpower requisition form must Be attached with this form .

Name of the candidate :

Post Interviewed For:
Candidate interviewed by:

Sr.No
1

Factors
Appearance

Weightage

Points

2
3
4
5

Education
Experience
Job Knowledge
Application
of
knowledge
Communications skills
Problem
Solving
techniques
Initiative
Attitude

6
7
8
9

Offer Letter

Date
Mr./Ms.

Offer Letter
Dear Mr.

With reference to your application and our subsequent discussions ,we are
pleased to offer you a position to offer you a position of
Your job responsibilities will be as discussed and mutually agreed upon.We would
like you to join on or before preferably earlier.
Please sign and return a copy of this letter as a token of your acceptance of the
same.
Welcoming you and looking forward to a successful association.

Regards

GM-HR

Process Of Training
3.1 Training Needs Form
3.2 Induction Check List
3.3 Training History Card
3.4 Training Feedback Form

Purpose :
To ensure that the training needs are identified,
training is provided, benefits of training are assessed and
records are maintained.

Scope:
Applicable to training of all the employees of Keystone
Realty Pvt Ltd.

Responsibility And Authority:

The overall responsibility for establishing, documenting ,
implementing and updating this procedure lies with HRD.

Planning:
Considering the developmental objectives of all employees

& the organization, training needs are identified through

the annual Performance Appraisals, Training Needs
Form, Management Request, Employee Suggestions surveys
or any other method introduced by HR from time to time.
Identified training needs may be aimed towards employee
growth & development in the area mentioned.
Training can be Internal or External depending
upon the requirements. Training areas would broadly
cover following:

Knowledge and or improvement of Technical Skills.

Knowledge / Improvement of Administrative Skills
ISO 9000 and quality system
Behaviour and soft skills
Any other training for the overall development of the employee

Training Needs identified using any method including Keystones

Performance Appraisal are consolidated by HR department heads
and projected to the directors using Training Needs Form on
a yearly / half yearly basis.

For external training, brochures are collected from various

institutions conducting training programs and are kept in
Training brochures File. HR department uses this information
for preparing training estimates.

HR department estimated the cost of training programme to

compare it with training budget available. HR departments

coordinated with all departmental heads to arrive at a
training budget at the beginning of a financial year . HR department
prioritizes training needs that are most critical in order to
utilize the budget effectively.

HR department prepares a training plan and gets approval

of the Directors.

Training Schedule

The approved training plan is transformed into a Training Calendar.

Training calendar is prepared at least twice, once after the performance
appraisal process is completed and again within a span of 6 months time.

Execution

External : Training
Training Programmes are organised where the training
needs are to be met externally.

A letter is sent to the training institution informing them

the details of the participating employee

Communication confirming the arrangements is received

from the Institution. Participant and the HOD are communicated

about the training via mail or through letter.

Internal Training

Induction
All new employees joining the Organisation are given
Induction Training. An Induction Manual is issued
to the employee for reference.

Training date, time and place are fixed once there are twenty
new employees. Training team consists of HR Executive ,
GM HR , Director and the departmental heads.

The employees are informed about the Induction Training.

The Head of the department and the HR brief him about the
background of the company.

The employees are informed of the expectations from the company.

Verbal explanations are supplemented by a wide variety of printed

materials, project brochures, employee manuals etc. along with a
short guided tour around the project.

The participants are issued a Induction Checklist immediately

after the training is over, which is filled up by them and sent to the
HR Department.

If required on the job training is imparted to employees.

Working of such persons are supervised till performance is found to be

satisfactory by the concerned superior.

Where possible, training is provided in house. This may be through

classroom sessions, on the job or demonstration of work techniques.

All trainings whether internal or external, are recorded in the

Training History Card.

Assessment of the training is recorded as given below

External Assessment : Certificate issued by external agencies.
A trainees immediate superior / departmental head is required to observe
post-training effectiveness / change in behavior seen in the subordinate .
An informal report of this observation is given to the HR department within
one month. HR department is responsible to record the same in Training
History Card.

Internal Assessment : Assessment is also done during annual

Performance Appraisal process / on the job performance and its review / written test
/ Interview . A departmental head is responsible to communicate the assessment
results to hR department if the assessment method is other than

Performance appraisal.The record of such assessment is entered in the

Training History Card.

Feedback
The participants are issued a Training Feedback Form
as soon as they attend the training program,which is filled up by them and
sent to the HR Department . The feedback form assesses the training
programme & the trainers abilities .Where feedback received is poor,
alternate arrangement with training institutes or trainer are explored.

Records :

Record
Name
HRD/F/01
HRD/F/02
HRD/F/03
HRD/F/04

HRD/F/06

Record Title
Training
Needs Form
Induction
Checklist
Training
History Card
Training
Feedback
Form
Performance
Appraisal Form
For Executives
& Below

File Name /
No
Training File
Employee
File
Employee
File
Training File

Performance
Appraisal File
& Employee
File

Maintained
By
Executive
HRD
Executive
HRD
Executive
HRD
Executive
HRD

Retention
Period
Till Final
settlement
Minimum
1 year
Till Final
settlement
Till Final
settlement

Executive
HRD

Till Final
settlement

Training Needs Form

Employee Information

Date:

Name of the employee

Designation

Department

HOD

Please tick for the Training type

1.Administrative

2.Technical

3.Behavioral & Soft skills

4.Quality

5.Others

Justification

HOD

HRD

DIRECTOR

Training History Card

1.Name
2.Desgination
3.Qualification
4.Experience on Present Job:

Sr.no

Training
center

Plan
date

Faculty
Institution

Actual
date

Training
assessment

Sign
&
Date

Training Feedback Form

Ratings :
5-Excellent 4-Very Good 3-Good 2-Average
1-Poor

SrNo

Parameters

Meeting the objectives of

the program/sessions

Coverage of subjects in
the presentations

Keeping the session alive

and interesting

Your own understanding

of the concepts

Managing Time

Faculty Effectiveness

10

Suggestions for improvement

11

What did you like about the program

12

Learnings from the programme which would help you become

more effective