ITL REPORT

ON

EMPLOYEE ON-BOARDING AND OFF-

BOARDING

SUBMITTIED ON- 06/07/19

SUBMITTED TO- SUBMITTED BY-

MR. AMIT SHARMA SHIVANI VOHRA
DGM- HR BBA 2nd YEAR
ITL BANASTHALI VIDYAPITH

1
 Acknowledgement

The success and final outcome of this project required a lot of hard work and
guidance from many people and I am extremely privileged to have got all this all
along the completion of this assignment.

I would like to express special thanks of gratitude to HR Team of International

Tractors Limited Mr. for providing such opportunity and for giving all the support,
guidance and motivation, which helped me complete this project on the topic “
“ duly. All the valuable suggestions and advices to prepare this report played an
important role in its completion. This study enhanced my knowledge about the
topic and I had a very good experience during the period.

In performing this assignment, I took help and guidance of many people from ITL
as well as WISDOM, who deserves the greatest gratitude. The completion of this
report and the discussions and research helped me in learning many new things.

2
 Table of Content

1. Abstract…………………………………………………………4
2. Introduction………………………………………………….….5
3. Introduction to the topic………………….…………………….6-7
4. Talent Acquisition……………………………….…………….8-9
5. Hiring process of ITL………………………………………...10-11
6. Full and final settlement of employee……………………..….12-14
7. ITL Induction and Feedback Form
7. Data Collection…………………………………………………15
8. Data Analysis………………………………………………….16-19
9. Suggestions and comments……………………………………20-21
10. Conclusion……………………………………………………22

3
 ABSTRACT

Every organization has different motives and these motives are achieved when your
workforce is efficient. For that company need to hire best employees, suitable for
their organization and its culture so that organizational as well as personal goals can
be achieved. In this report, there is a brief research on how ITL selects its employees
and what happens when employee enters the company. Also, there is study about the
functions performed when employee leaves the organization.

What is the attitude of other employees toward the newly joined employees and their
ex-employees? What are the functions performed by HR Team so that new employee
can easily adjust in company and adapt its atmosphere? On the other hand, how HR
department settles the serving period of employee when he/ she leaves. In this report
we’ll discuss about all these various operations handled by HR personnel in ITL.

4
 INTRODUCTION

The Sonalika Group is an Indian multinational company headquartered in

Hoshiarpur, Punjab and head office in Noida and is active mainly in automobile
sector. It was founded in 1969 by as farm equipment manufacturer by Lachman Das
Mittal. In 1996, it turned into tractor manufacturing by selling its first handmade
tractor. Its Vice Chairman is A.S. Mittal, Executive Director is Raman Mittal,
Managing Director is Deepak Mittal and Directors are Sushant Sagar Mittal, Rahul
Mittal.

VISION

Sonalika ITL’s vision is to become the world’s leading tractor manufacturing and
farm mechanism company. To be the best in customer satisfaction by being customer
focused and aligning systems and processes that develops and delivers high quality,
innovative products at competitive price.

KEY FEATURES OF SONALIKA GROUP

 Sonalika International Tractors Ltd. Is 3rd largest tractor manufacturing
company in the country with best-selling tractors ranging from 20 HP-120
HP.
 The company is well recognized in national as well as international market,
having its business in more than 100 countries all over the world.
 This company secures 1st position in tractors industry in 4 counties, three in
Asia and one in Africa.
 It is the only Indian company to sell its product in 20+ countries of Africa,
40+ countries of Asia and 40 countries of America.

5
Sonalika ITL is committed to its core values to serve the farming community with
passion and delivery quality, the company strives to build a relationship based on
trust and promotes team work and innovation among its employees. A key element
of ITL’s growth is its strong commitment to the global marketplace. They constantly
align their production platform in response to customer demand.
The company has recently come into joint venture with leading international brands
like Yanmar of Japan. Earlier, it used to export its products. In many countries,
tractors are sent unassembled and they assemble in that particular country. In India
also, the tractors are assembled in wide range, making them the largest tractor
production company in country.

The initiatives for success of Sonalika Group are as:

 Thinking out of the box
 Trying out new ideas in practice
 Finding new avenues for delivery and market penetration
 Developing new ideas to meet the challenging demands of the future
 Attention to details
 Understanding the basics and need of the farmers
 Providing tailor made farm mechanization solutions

This is the reason Sonalika group sold 1 lakh tractors in year, 2017-18 and now
Sonalika has a family with 3 lakh happy customers worldwide.

INTRODUCTION TO THE TOPIC

6
 The Sonalika has different departments to handle various functions in the
organization, such as Research and Development, Commercial/ Retail, Sales,
Exchange, Customer Service, Demand Generation, International Business and HR.
All the departments are further divided on the basis of roles and designation. The
company’s working is regulated through PAN India, where the country is divided
into three parts. These regions are known as T1, T2 and T3. Each region has several
zones and each zone has its own zonal head. There are 10 working levels in
company, where Trainee is at lowest level and President at highest.

Each department has different hierarchy for designation where employees work
under different levels, for e.g.,
In Sales department, the hierarchy level is as

Country Head

Zonal Head

State Head

Area Manager

PCH
(Profit Center Head)

7
 TALENT ACQUISITION

Talent Acquisition is a strategic way to attract and hire talented or potential

employees for a particular position in an organization. The concept of talent
acquisition is recent and it has brought boon in the industries and organizations. Its
not just recruitment but it is recruitment of best employee for a position.

The importance of talent acquisition is:

 Increase in success rate- When a company hires an employee whose skills
and qualifications matches with the requirement of job then it not only
satisfies the organization needs but also the employee. Eventually, this makes
a way to the success.

 Cost- The recruitment process requires a lot of manpower, time and money.
Organizations conduct interviews, assessment tests, GDs and many other
things. Sometimes organizations hire external recruiters for the recruitment
process. After recruiting, they conduct induction and training for the
employees. Companies invest huge money on these processes. If the
employees are not hired as per the need, and if the organization is not satisfied
with them or the employee is not satisfied, then either the employee will resign
or he will be terminated from the organization. Thus, its better to select a
person whose personal requirements and company’s requirement collides.
Then only that employee will be proved efficient.

 Opportunity Loss- Employer need to select an employee who is responsible

towards his job and who is loyal to the organization. An incautious employee
can create chaos and loss for the organization.

HIRING PROCESS OF ITL

8
ITL follows a structured and predefined method to hire an employee which includes
talent acquisition. There are various functions performed by different HR personnel
for recruitment. The steps are as:
 Job Requirement- The first and basic step of recruitment is to find where we
need job, for which department, for what role and designation and for what
level. In ITL, it is called Man Power Requisition (MPR).

 After getting the number and type of requirement, company finds right
candidate for the job. The candidate may be internally or externally
approached.

 For internal recruitment, existing employees are either promoted, transferred

or referred, which is called internal job posting. This method is generally used
to save cost.

 If suitable employee doesn’t exist internally, then company approach

employees externally. This process is called sourcing. Sourcing is finding
employees through various job portals such as Naukri.com, Linkedin, indeed,
glassdoor, OLX etc.

 Through these portals, HR personnel locate or create a pool of candidates,

who are in search of job. Candidates whose qualifications are suitable for the
required job then they are selected for further process. All the selected
candidates are passed through screening, where best of all are shortlisted.

 After shortlisting candidates, interview is scheduled. Candidates are passed

through telephonic interview or skype interview, where their interest and
future expectations are asked.

 Candidates who seems suitable for the position are further called to
Hoshiarpur or Noida for face-to-face interview. The interview is taken by an
HR personnel and a Subject Matter Expert.

 An assessment test known as Thomas Test is conducted post interview.

9
 In case of requirement of employee at higher level, such as for strategic
position, mapping is done with competition companies. Interested candidates
are located and interviewed for the organization. For these levels, two
technical panel interviews are conducted, viz., TP1 and TP2. TP1 is similar as
for other candidates. But in TP2, employee is interviewed by HOD and
Executive Director of the company.

 HR personnel negotiates salary and CTC with the selected ones, after which
offer is released against those candidates.

 The on-boarding process of employees are conducted in various segments.

They include confirmation from employee, background verification, reference
check, induction and training.

 Training is done as per the level and role of employees while induction for all
is same. During induction, employees are provided with a welcome kit, which
include bag, Sonalika diary, uniform etc. Then they are briefed about the
structure of Sonalika, its vision, achievements, policies and many more things.

 Travelling and other allowance during the induction period are reimbursed to
the employee. But they have to follow certain limits on their expenses. For
e.g., employee at L1 is allowed to travel through normal bus, while employee
at L7 is allowed to travel by airplane.

 Different employees of the company conduct different program during

recruitment.

FULL AND FINAL SETTLEMENT OF

EMPLOYEE
10
Full and final settlement (FnF) settlement of employee is done when the employee
is leaving the organization. At this time, employee has to serve the notice period
which was earlier decided during the joining of the employee. Generally, the notice
period served by an employee is for 3 months. Otherwise they have to pay the basic
salary they would have earned during that period. This process is carried out after
the employee resigns from the services. Fnf can either be done before or after
employee leaves the office.
Sometimes, employees suddenly resign and leaves the company, in that case they
have to pay some recovery amount. At the day of leaving, employee has to handover
all the company assets to the company such as laptop, car, mobile handset or sim.
When an employee resigns, a sheet is prepared where employee’s details such as
name, employee code, phone number, email id; his serving period, date of joining,
date of resign, date of leaving and his departmental information are mentioned.
In case of recovery, a different sheet is prepared in which employee’s name, code,
country, earned leaves, unpaid salary, claims, recovery and other things are
considered. The amount that comes out is to be paid either by company to employee
or by employee to company. It depends on different aspects of his job. If employee
is supposed to pay to company then they are followed up by HR personnel.
When all the FnF process is completed then company handovers the service letter or
relieving letter to employee. The service letter consists employee’s name, employee
code, date of joining, position at the time of joining, position at the time of leaving,
date of relieving, department at the time of relieving, reason of leaving, emoluments
at the time of leaving and P.F.UAN.

ITL INDUCTION AND FEEDBACK FORM

11
ITL Induction and Feedback Form is filled by new joined employees of every
department in ITL. In this form they were asked about the effectiveness of induction
program. In this program, employees are introduced with various functions,
planning, strategies, policies, planning and process of the company. They are trained
about different fields of the organization. Different strategies are taught to
employees so that they could easily adapt policies and achieve the vision of the
company. Employees are introduced with the field work, sales process in Hoshiarpur
as well as Noida headquarters. Different sessions are organized and conducted by
trained employers of the company.
In the feedback form, employees are asked whether they were introduced about
product in detail or not, whether their queries were handled or not. Employees then
have to rate each session, speaker according to their satisfactory level. They are
further asked to give comments and suggestions on program.

QUESTIONS IN THE FEEDBACK FORM WERE:

1. How would you rate the induction process overall?

 Excellent
 Good
 Fair
 Poor

2. Were you introduced to company structure, culture and working during your
induction?

 Yes
 No

3. Has the Induction process helped you understand your job, responsibilities, work
standards?

 Yes
 No

12
4. Did you find Induction program useful? Please provide any suggested
amendments.

 YES
 NO

5. WHICH PART OF THE INDUCTION PROCESS DID YOU FIND LEAST USEFUL ?

 NOIDA______________________________________________________

___________________________________________________________

__________________________

 HOSHIARPUR_________________________________________________

___________________________________________________________

___________________________

6. Which part of the induction process did you find least useful?

 Noida________________________________________________________

_____________________________________________________________

______________________

 Hoshiarpur____________________________________________________

_____________________________________________________________

______________________

13
7. Comment any part of the process that provide you with too much or too less
information.
__________________________________________________________________

__________________________________________________________________

________________________

8. Were your doubts cleared properly?

 Yes
 No
9. Have you understood about TMS, Employee Portal and other respective software
on which you have to work?

 Yes
 No

10. Have you received joining kit?

 Yes
 No

11. Whom do you find very cooperative in your induction session?

__________________________________________________________________
____________

14
 DATA COLLECTION

The data which is collected in this report is primary as well as secondary data.

PRIMARY DATA- The information collected by potential candidates for

interview was direct. Also, the information for FnF process and recovery cross
checked is directly occupied by the employees.

SECONDARY DATA- It is the data collected indirectly, from the sources who
collected it directly or primary data. The data and information provided
regarding recruitment, training, induction and other FnF information is gained
from different sources and individuals.

The feedback form filled after induction and training for year 2018-19 was filled
by 210 employees.

15
RESULTS FOR THE FEEDBACK FORM ARE AS:

How would you rate induction process

overall?

Excellent Good Fair Poor

Average rating for induction program

1 2 3 4 5

16
SUGGESTIONS OR COMMENTS GIVEN BY THE EMPLOYEES:

• Period of Induction was less, i.e., 3-4 days. It should be extended to 1 week.
Increase in training period could help them understand product better.
• Some of the employees were not satisfied with the hotel facilities.
• Some of the employees wanted two Saturdays off.
• Employees mentioned that company should also arrange a visit to assembling
plant for new employees.
• Induction program should be conducted department wise.
• Such kind of training should be conducted in every 6 months.
• Most of the employees were satisfied with the HR team, especially Vidushi
Ma’am and Anjali Ma’am. Also, Ram Gopal Sir, Rajender Bhalla Sir and Vivek
Saini Sir were highly appraised.
• Employees should be provided with cab facility for pick up from airport.

CONCLUSION
17
Recruitment of employees and their resignations due to various reasons are natural
in any organization. Every year thousands of employees join and thousands leave
organizations. Meanwhile, the organization keep going on, employees keep
working. The agenda of every organization is to reach its target and remain
competitive in the market. For this, they try to adapt the changing environment and
change according to it. Those who easily accepts the change only remains in the
race.

Thus, employees in any organization plays a crucial role as they are the mirror and
decides the future of the company. Employer need to find an employee who can be
proved efficient for the company and who could stay for a longer period of time.
Also, while they leave, employer should be able to collect all the company assets
and clear all the transactions with the employee so that company could run easily.

18