CONTENTS

1. COMPANY PROFILE

 ABOUT VFM
 BOARD OF DIRECTORS
 VFM STRENTH
 TOTAL SERVICIES PROVIDED BY VFM
 VFM AT A GLANCE
 IMPORTANT POINTS ABOUT VFM
 VFM GROWTH PORTFOLIO

2. INTRODUCTION TO PROJECT

 RECRUITMENT AS A PROCESS
 SELECTION AS A METHOD
 DIFFERENCE BETWEEN RECRUITMENT &
SELECTION
 GOALS OF RECRUITMENT AND SELECTION
 DIFFERENT SOURCES OF RECRUITMENT
 INTERVIEW & ITS PRINCIPLES
 PLACEMENT & INDUCTION

3. RECRUITMENT AND SELECTION IN VIPUL FACILITY

MANAGEMENT

4. PROJECT OBJECTIVES & SCOPE.

5. RESEARCH METHODOLOGY
 DEFINITION
 DATA COLLECTION
 TYPE OF DATA
 SAMPLING TECHNIQUES
 ABOUT QUESTIONNAIRE
 LIMITATIONS

1
6. FINDINGS AND ANALYSIS

7. CONCLUSION

8. RECOMMENDATIONS AND SUGGESTIONS

9. ANNEXURE
 QUESTIONNAIRE
 BIBLIOGRAPHY

2
 RECRUITMENT AND SELECTION

RECRUITMENT

Recruitment is the process concerned with the identification of

sources from where the personnel can be employed and motivating
them to offer themselves for employment.

Werther and Davis have defined this as follows; “Recruitment is the

process of finding and attracting capable applicants for
employment. The Process begins when new recruits are sought
and ends when their applicants are submitted. The result is a
pool of applicants from which new employees are selected.”

Lord has defined, “Recruitment is a form of competition. Just as

corporations compete to develop, manufacture, and market the best
product or service, so they must also compete to identify, attract and
hire the most qualified people. Recruitment is a business, and it is big
business.”

Thus, recruitment process is concerned with the identification of

possible sources of human resource supply and tapping those
sources.

Manpower Planning

Recruitment Selection Placement

Job Analysis

3
SELECTION

Selection can be conceptualized in terms of either choosing the fit

candidates, or rejecting the unfit candidates, or a combination of both.
Selection involves both because it picks up the fits and rejects the
unfits. In fact, in Indian context, there are more candidates who are
rejected than those who are selected in most of the selected
processes. Therefore, sometimes, it is called a negative process in
contrast to positive program of recruitment.

Stone has given a formal definition; “Selection is the process of

differentiating between applicants in order to identify (and hire)
those with a greater likelihood of success in a job.”

Difference between Recruitment and Selection

At this stage, it is worthwhile to understand difference between

recruitment and selection as both these terms are often used together
or sometimes interchangeably.
Flippo described in the following statement: “Recruitment is a process
of searching for prospective employees and stimulating and
encouraging them to apply for jobs in an organization. It is often
termed positive in that it stimulates people to apply for jobs to
increase the hiring ratio, i.e., the number of applicants for a job.
Selection, on the other hand, tends to be negative because it rejects
a good number of those who apply, leaving only the best to be hired.”

GOALS OF RECRUITMENT

 To attract highly qualified individuals.

 To provide an equal opportunity for potential candidates to
apply for vacancies.

GOALS OF SELECTION

4
  To systematically collect information about to meet the
requirements of the advertised position.
 To select a candidate that will be successful in performing the
tasks and meeting the responsibilities of the position.
 To engage in hiring activities that will result in eliminating the
under utilization of women and minorities in particular
departments.
 To emphasize active recruitment of traditionally under
represented groups, i.e. individuals with disabilities, minority
group members, women, and veterans.

SOURCES OF MANPOWER SUPPLY

An organization can fill up its vacancies either through promotion of

people available in the organization or through the selection of people
from outside. Thus, there can be two sources of manpower – external
and internal. For all recruitment, a preliminary question of policy
considers the extent to which it will emphasize external and internal
sources.

Vacancies through internal sources can be filled up either through

promotion or transfer; recruiters tend to focus their attention on
outside sources. Therefore, the first problem is to identify outside
sources. Normally, following outside sources are utilized for different
positions.

SOURCES OF MANPOWER SUPPLY

Advertisement Employment Agencies Campus Recruitment

Employee
E – Hiring Gate Hiring
recommendations

5
 1. Advertisement -: Advertisement is the most effective means to
search potential employees from outside the organization.
Employment advertisement in journals, newspaper, bulletins,
etc, is quite common in our country. An advertisement contains
brief statement of the nature of jobs, the type of people
required, and procedure for applying for these job

2. Employment Agencies -: Many organizations get the

information about the prospective candidates through
employment agencies. In our country, two types of agencies are
operating: public employment agencies and private
[
employment agencies.

 Public Employment Agencies: There are employment

exchanges run by the government almost in all districts. The
employment seekers get themselves registered with these
agencies. Normally, such exchanges provide candidates for
lower position like semi-skilled and skilled workers, and lower-
level operations like clerks, junior supervisors, etc.

 Private Employment Agencies : There are many consultancy

and employment agencies like ABC consultants, Personnel and
productivity services, etc., which provide employment services
particularly for selecting higher level and middle level
executives. These agencies also undertake total functions
personnel on behalf of various organizations. They charge fees
for this purpose.

3. On campus Recruitment -: Many organizations conduct

preliminary search of prospective employees by conducting
interviews at the campuses of various institutes, universities
and colleges. This source is quite useful for selecting people to
the posts of management trainees, technical supervisor,
scientist, and technicians. The organizations hold preliminary
interviews on the campus on the predetermined date and
candidates found suitable are called for further interviews at
specified.

6
4. Employee recommendations -: Employee recommendation
can be considered to the lower levels. The idea behind
employee recommendations as a source of potential applicants
is that the present employees may have specific knowledge of
the individuals who may be their friends, relatives, or
acquaintances. If the present employees are reasonably
satisfied with their jobs, they communicate these feelings to
many persons in their communities.

5. E – Hiring -: Many organizations conduct preliminary search of

prospective employees through the internet service. There are
many job portals available on internet like Naukri.com,
Monster.com etc. Candidates register their cvs on the different
job portals which are searched by the recruiters who are looking
for the candidates. The candidates whose profiles match with
the recruiter’s requirement are contacted through e-mail or by
telephone for further interview process.

6. Gate Hiring -: The concept of gate hiring is to select people

who approach on their own for employment in the organization.
Gate hiring is quite useful and convenient method at the initial
stage of the organization when large number of such people
may be required by the organization. It can be made effective
by prompt disposal of applications, by providing information
about the organization’s policy and procedures regarding such
hiring and providing facilities to +such gate callers.

It is not necessary that a particular organization will utilize all

sources to employ people of all types. Some of the sources are
more useful for a particular category of employees. For example,
advertisement and e-hiring are more useful for employing
managerial personnel.

Selection process

A selection process involves a number of steps. The basic idea

is to solicit maximum possible information about the candidates
to ascertain their suitability for employment. Since the type of
information required for various positions may vary, it is
7
 possible that selection process may have different steps for
various positions. For example, more information is required for
the selection of managerial personnel as compared to workers.
A standard selection process has the following steps:

FLOW CHART OF SELECTION PROCESS

Application Screening

Selection Tests

Interview

Reference Check

Physical Examination

Approval by
appropriate Authority

Placement

1. Screening of Applications -: Prospective employees have to

fill up some sort of application forms. These forms have variety
of information about the applicants like their personal bio-data,
achievements, experience, etc. Such information is used to
screen the applicants who are found to be qualified for the
consideration of employment. Based on the screening of
applications, only those candidates are called for further
process of selection who are found to be meeting the job
standards of the organization.

8
2. Selection Tests -: Many organizations hold different kinds of
selection tests to know more about the candidates or to reject
the candidates who cannot be called for interview, etc.
Selection tests normally supplement the information provided in
the application forms. Such forms may contain factual
information about candidates. Selection tests may give
information about their aptitude, interest, personality, etc., which
cannot be known by application forms. Types of selection tests
areas follows: Achievement test, Intelligence test, Personality
test, Aptitude test, Interest test.

3. Interview -: Selection tests are normally followed by personnel

interview of the candidates. The basic idea here is to find out
overall suitability of candidates for the jobs. It also provides
opportunity to give relevant information about the organization
to the candidates. In many cases, interview of preliminary
nature can be conducted before the selection the selection
tests. For example, in the case of campus selection, preliminary
interview is held for short listing the candidate’s process of
selection.

4. Checking of References -: Many organizations ask the

candidate to provide the names from whom more information
about the candidates can be solicited. Such information may be
related to character, working, etc. The usual referees may be
previous employers, persons associated with the educational
institutions from where the candidates have received education,
or other persons of prominence who may be aware of the
candidate’s behavior and ability.

5. Physical Examination -: Physical examination is carried out to

ascertain the physical standards and fitness of prospective
employees. The practice of physical examination varies a great
deal both in terms of coverage and timings. Some organizations
only have general check up of applicants to find out the major
physical problems which may come in the way of effective
discharge of duties. In the context of timings also, some
organizations locate the physical examination near the end of
the selection process, others place it relatively early in the

9
 process. This latter course is generally followed when there is
high demand for physical fitness.

6. Approval by appropriate Authority -: On the basis of the

above steps, suitable candidates are recommended for
selection by the selection committee or personnel department.
Organizations may designate the various authorities for
approval of final selection of candidates for different categories
of candidates, Thus, for top level managers, Board of directors
may be approving authority; for lower levels, even functional
heads concerned may be approving authority. When the
approval is received, the candidates are informed about their
selection and asked to report for duty to specified persons.

7. Placement -: After all the formalities are completed, the

candidates are placed on their jobs initially on probation period
may range from three months to two years. During this period,
they are observed keenly, and when they complete this period
successfully, they become the permanent employees of the
organization.

INTERVIEW

 Interview is selection technique that enables the interviewer to

view the total individual and to appraise him and his behavior. It
consists of interaction between interviewer and applicant. If
handled properly, it can be a powerful technique in achieving
accurate information and getting access to material otherwise
unavailable. However, if the interview is not handled properly, it
can be a source of bias, restricting or distorting the flow of
communication. Interview is the most widely used selection
technique because of its easiness.

There can be several types of interviews:

 Preliminary interview is held to find out whether the candidate is

required to be interviewed in more detail.

10
  Stress interview is directed to create situations of stress to find
out whether the applicant can perform well in a condition of
stress.
 Patterned interview is structured and questions asked are
decided in advance. This is done to maintain uniformity in
different boards of interviewers.
 Depth interview, also known as non-directive interviewer, covers
the complete life history of the applicants and includes such
areas as the candidate’s work experience, academic
qualifications, health, interests, hobbies, etc. This method is
informal, conversational with freedom of expression to the
candidate

PRINCIPLES OF INTERVIEWING

Interview is the most frequently used technique for selection.

However, it can give better results only when it is conducted
properly. Following points can be taken into consideration to make
an interview more effective:

 There should be proper planning before holding the interview,

what way it will be conducted, on what basis the candidate is to
be evaluated, and how much weight-age will be given to
interview in the total selection process. Preparation on these
lines avoids ambiguity and confusion in interviewing.
 There should be proper setting for conducting interview. The
setting is required both of physical and mental nature. The
physical setting for the interview should be comfortable and free
from any physical disturbance. The mental setting should be
one of rapport between interviewer and the candidate.
 When the candidate feels at ease, the interview may be started.
At this stage, the interview obtains the desired information and
may provide the information sought by the candidate. The
interviewer should ask questions in a manner that encourages
the candidate to talk. He should listen to carefully when the
candidate is furnishing the information. This gives an
impression to the candidate that the interviewer is quite serious
about him and he will do his best.

11
  The interview of the candidate should close with pleasant
remarks. If possible, the interviewer should give an induction
about the likely end of interview. Saying ‘thanks’, ‘good wishes’
or similar things carries much better impression about the
interviewer.
 Immediately after the interview is over, the interviewer should
make an evaluation of the candidate. At this stage, the things
are quite fresh mind. He can give remarks about the
characteristics of the candidate or give grade or mark as the
case may be. This will help the interviewer to make a
comparative evaluation of all candidates easily.

PLACEMENT AND INDUCTION

After a candidate is selected for employment, he is placed on the

job. Initially, the placement may be probation, the period of which
may range from six months to two years. After successful
completion of the probation period, the candidate may be offered
permanent employment.

After the initial placement of the candidate on the job, his induction
is necessary. Induction is a technique by which a new employee is
rehabilitated into the changed surroundings and introduced to the
purposes, policies and practices of the organization, employee’s
job and working conditions, salary, perks, etc. In other words, it is
the process of introducing the employee to the organization and
vice versa. Induction is required because of following reasons:

1. When a new employee joins an organization, he is a

stranger to the organization and vice versa. He may feel
insecure, shy, and nervous in the strange situation. He may
have anxiety because of lack of adequate information about
the job, work procedures, organizational policies and
practices, etc. In such a case, induction is needed through
which relevant information can be provided; he is introduced
to old employees and to work procedures. All these may
develop confidence in the candidate and he may start
developing positive thinking about the organization.

12
 2. Effective induction can minimize the impact of reality shock
some new employees may undergo. Often, freshers join the
organization with very high expectations which may be far
beyond the reality. When they come across with reality, they
often feel shocked. By proper induction, the new comers can
be made to understand the reality of the situation.

Every organization has some sort of induction program either

formally or informally. In large organizations where there are well-
developed personnel functions, often induction programmes are
undertaken on formal basis, usually through the personnel
department. In smaller organizations, this may be done by the
immediate superior of the employees.

13
 ABOUT VFM
 BOARD OF DIRECTORS
 VFM STRENTH
 TOTAL SERVICIES PROVIDED
BY VFM
 VFM AT A GLANCE
 IMPORTANT POINTS ABOUT
VFM
 VFM GROWTH PORTFOLIO

14
 ABOUT VIPUL FACILITY MANAGEMENT

VFM an integral part of Vipul Group, Headquartered at Gurgaon.

VFM has served the evolving outsourced non-core services needs of

businesses since 2000. Today, VFM is managing Pan India in excess
of 15 million sq. ft. for Facility & Project Management Services, with
more than 3,000 professionals operating from twelve offices in India.

VFM provides multi-disciplinary integrated services delivered

seamlessly under one roof in the areas of business support,
helpdesk, engineering, cleaning, security services and more.
Specialist in-house units in Civil, Structural, Mechanical, Electrical
Engineering and Soft Services support our core Facility and Project
Management Services.

Since 2000 VFM primarily focuses on organic expansions and

exceeding client expectations.

2000 – 2004
VFM since being conceptualized to be the services management arm
of Vipul Group moves beyond Vipul Group projects as strategic
partners to other leading MNC/ organizations primarily in Northern
Region owning to its strength on building management systems and
self employment of facility manpower.

VFM having established its credentials in Delhi/ NCR as Integrated

Facility Managers for various market segments like IT/ ITes,
Healthcare, Commercial, Residential moves to Bangalore and
Mumbai as extension of services and partnership with its existing
clients.

15
2005 – 2010
VFM draws its 3 years and 5 years business plan and invest
accordingly in quality process/ people/ technology support.

 Opens operational offices at Chennai, Hyderabad, Pune,

Kolkata, Ludhiana and Ahamadabad.
 Strategic all alliances with leading multinationals and
infrastructure developers VFM launches its Project
Management services

16
VIPUL FACILITY MANAGEMENT - BUSINESS PARTNERS

 Hughes Software System

 Toshiba

 Siemens

 Aricent

 HP

 Laing O’Rourke

 Essel Group

 American Express

 Dell

 Unesco

 Vertex

 Bharti Teleservices

TOTAL ASSET MANAGEMENT OF VIPUL FACILITY

MANAGEMENT

 Facility Management
 Property Management

 Mall Management
17
 Township Management

VFM – BOARD OF DIRECTORS

Puneet Beriwala
( MD )

R.Krishnan
(Director & CEO)

18
 N. Malhotra Rahul Guha Gopa Kumar Pankaj Kejriwal Durga Karki Ashok Ghai
BD Human Process Dev Accounts & Commercial Operations
Resource & Quality Finance

VFM STRENGTH
VFM works as a part of it’s clients to drive increased
efficiencies, cost saving, more predictable costs and
optimization of asset. These factors arise of VFM Unique Service
proposition comprising:-

 Human Resources
In VFM, FM Services commands the best engineers as Facility
Managers and Caring Soft Services team. VFM Strategically
out task it's activities for some Business Segments.

 Service Culture
VFM serves expert team members/ employees. Customer
Satisfaction is a central focus point for each employ and reflects
in their daily activity.
 IT Integration
In VFM, IT plays an important role for service delivery,
Operation and business contracts. In-house IT team at VFM
Continuously upgrades and develops customized IT Solutions
for its service delivery for VFM Clients for convenience of
reporting and data generation.

19
 SERVICES PROVIDED BY VFM

 Facility Management Services.

 Project Management Services.

 Facility Management Consultancy.

20
We operate facilities 24*7*365 days
We Self Manage facilities with our own employees
We offer Comprehensive Management of services
Facility Management Services
Electro Mechanical Services
 Preventive Management
 Corrective Management
 Fire Detection & Suppression
 Systems & Safety Audits
 Power Management IBMS
 ETP / STP Access Control
 Water Managements Material & Inventory
 AMC Management Plumbing
 Public Address Systems
 Vertical Movement Civil Works

Soft Services

 Cleaning and Pest Control

 Pantry and Vending Management
 Physical and Security Surveillance
 Concierge Services

21
  Administration Services

Business Services
 Office and Reprographic Management
 Mail Management
 Guest Relation Exec.
 Help Desk Management
 Travel Desk
 Front Office/ Reception Management
 Meeting Room Management

V
F
M

o
f
f
e
r
s

T
u
r
n
k
e
y

b
a
s
e
22
d

s
o
l
u
t
i
o
n
s

f
o
r
I
n
t
e
r
i
o
r
F
i
t
O
u
t
o
p
t
i
o
n
VFM Project Management services includes :

Space
Planning Construction Management
Architecture
Interior Interior Fit-Outs
23
24
VFM team of consulting, provides you with a single point of contact
to achieve clear

Communication on consistent implementation and accountability.

Asset Estimation
Contract Documentation
Resource Planning

25
 Consultancy Services

Scheduling & Planning &

Refurbishment
Budgeting Designing

Tendering Project Execution

Vendor Selection Review meetings
BOQ Finalizations Designing & Layout Progress reports
Freeze project Plan Cost tracking
schedule Expedite critical path
Identify critical path Quality Survey
Final settlement of bills

VFM AT A GLANCE

VFM has served the evolving Real Estate needs since 2000, VFM
today holds services leadership in India for its business services
offering of Integrated Facility Management, Project Management and
Facility related consultancy. Consolidated turnover exceeds INR 260
million in fiscal year 2005-2010.

 110+ sites out of 12 commercial cities across India

 3000 employees in various disciplines of business
 99% client retention for last 5 years

VFM is largely present and expanding its operations at:-

26
 Delhi NCR, Ludhiana,
 North Region -
Chandigarh
Bangalore, Chennai,
 South Region -
Hyderabad, Kerala
 West Region - Mumbai, Pune
 East Region - Kolkata, Bhuvaneshwar

VFM today serves its business offerings to SEZ, IT/ITes, Mall&

Multiplex, Healthcare, Educational, Corporate, Commercial and
Manufacturing.

IMPORTANT POINTS ABOUT VFM

Vipul Facility Management Pvt Ltd. (VFM) is the fastest growing

Facility Management Company in India, recognized for
delivering unique value propositions for its customers.
VFM is a part of an INR 7500 Million, diversified VIPUL
Group,

Vipul Ltd.: The Parent Company with 300

professionals covering 12 million sq ft. area

Vipul Facility Mgmt. Pvt. Ltd.: 3000+professionals

covering 8 million sq. ft. area

27
 Vipul Laing’O’Rourke: 50:50 JV providing RRC
(Remote Response Center) solution all across UK

Vipul MedCorp Ind.Pvt. Ltd.: Insurance and Health

segment with 20 offices and 150 medical professionals
in India

Vipul Motors Ltd.: Automotive business; 3rd largest

distributor of Suzuki cars in India

VFM GROWTH - PORTFOLIO

Managing Launches Project

12 million Sq.Ft Management services
Strategic Partnership with
MNC’s
140+ Sites across
India
Established Partnership in IT/
ITES, Healthcare,
Commercial, Residential
Market segments
“Best property services
Management Company “
28
Conceptualized to be the
services management 800 + Employees 3000+ Employees
arm150 + Employees
of Vipul Group 80 Million
15 Million 260 Million
 2000-2002 2003 - 2009 2010 - Present

RECRUITMENT AND SELECTION

PROCESS IN

VIPUL FACILITY MANAGEMENT

29
Steps of Recruitment

30
 Activity Responsibility

Float Vacancies Operations/ Business

Development

Sourcing Profiles Human Resources

Interview Round Functional Manager/HR

VACANCY

OLD SITES
Selection & Offer NEW SITES
Human Resources
(BD)
(Operation)

Warm-up & Human Resources

Joining UNDERSTAND THE JOB
DESCRIPTION FOR THE
POSITION

NO
RECEPTIONIST CV COLLECTION
(CV DATABANK / DIFFERENT SOURCE)
YES
CV VALIDATION, SHORTLISTING AND INTERVIEW - CALL
TO CANDIDATE
THROUGH PHONE
THROUGH REFERENCES

NO

HR ROUND
YES
CANDIDATE RATING SHEET

NO
RECRUITMENT AND SELECTION
TEST
PROCESS FLOW
CHART OF VFM YES
NO
TECHNICAL HEAD TECHNICAL
INTERVIEW
YES

NO
GM-HR
INTERVIEW /
DOCUMENT
VERIFICATION
YES
GM HR
NO
31
OFFER LETTER

YES
JOINING AND INDUCTION
Range of vacancies

32
In VFM, the vacancy for any post created from two kinds of sites

 Old Site: The old site is one where the VFM is operational and
the vacancy in this forwarded to HR by Operations Dept.
 New Site: The new site is one where VFM have to start the
new business. The vacancy may be forwarded by Business
Development Dept

33
In VFM, the HR department gets the description of the vacancy either
through the E-mail or through the telephonic call.
As soon as the HR receives the initial intimation of vacancy, the HR
sends the Manpower Requisition Form which needs to be filled by the
concerned person to explain the details about the position. This form
gives the whole description related to position such as job
description, salary details, desired qualification, shift timings,
experience etc.

The usual set of positions in VFM is mentioned below:

Top AGM/ DGM/ GM/ Sr.GM/ VP/ Sr VP

Management
Middle Asst.Mgr/ DyMgr/ Manager/
Management Sr.Manager

Lower Housekeeping Supervisor, M&E

Management supervisor, /Facility Executive/Facility
Engineer/Executive/Assistant, Data
entry operator
Operator Grade HK Boy, HK Maid, Office boy, pantry
boy, courier boy, Lift operator,
Electrician, Ac operator , DG operator,
Fire operator, MST, Mail room Boy

HR Department finds the candidates according to the Job

description provided in Manpower Requisition Form. Through the
various sources as follows:

 E – RECRUITMENT
 CONSULTANTS
 EMPLOYEE REFERRALS
 INTERNAL JOB POSTING

34
 NETWORK RECRUITMENT– THROUGH AGENTS
 EXTERNAL AD – PAMPHLETS
 INTERNAL ADVERTISEMENT
 WALK – IN

Then CV’s short listing process starts by the HR Department. After

this process, the short listed candidates are contacted by:
 Telephone call
 Email Intimation
 References.
They are given the date, time and venue for the interview and need to
carry a hard copy of the resumes.
The interview process in VFM starts as depicted in the above Flow
chart

The candidate is given to fill the Employment Application Form

which he/she needs before the interview process is starts has to
attach the hard copy of his resume with the Employment Application
Form.

Ist Round- Initial Screening by HR

The 1st round of the interview is taken to judge the candidate’s
personal back round, total experience; take home salary, knowledge
about related field, Job profile etc. If the interviewer founds that a
candidate is suitable for the post then the candidate is send for the
next round.

Second Round- Technical

If the candidate is from operations then he has to give the technical
round for checking his technical qualification. If he clears the
technical round then he will send for next round.

35
Third round- GM / HR Round
GM/ HR round are taken by General Manager HR manager of the
VFM, Which is the final and deciding round for the candidate.

The ideal turn around time to close a position for different levels is
mentioned as under:
Operator Grade: 3-4 days
Lower Management grade: 15-20 day
Middle Management: 30 days
Senior Management: 45-55 days

And induction process will be start, to give the full information about
the Vipul facility management. After this the employee site will be
given for joining the post. Detail explanation given below about
Interview rounds, Selection process, and Induction process.

INTERVIEW PROCESS

36
 DOCUMENTS

 EMPLOYMENT APPLICATION FORM

To be filled by the candidate before the start of
interview process (Annexure no. 1)

 CV
Candidate carries with him of interview

 CANDIDATE RATING SHEET

For assessing the candidate in different
Rounds (Annexure no. 2)

Interview Rounds
37
Rounds Junior Mgt & Middle Mgt Senior Mgt
Ground Staff

I HR HR HR
(Initial Screening & VFM
(initial Screening & VFM (initial Screening &
intro)
Intro) VFM Intro)
II CEO/Technical
Technical Technical
(sharing of Job profile) (sharing of Job profile)
III HR CEO
(Salary negotiation & offer HR
roll out) (salary negotiation &
offer Roll out)

VI HR
(salary negotiation &
offer Roll out)

SELECTION PROCESS

 CANDIDATE FINALISED: Once a candidate is finalized, he has to

submit the following documents:

38
  Last salary slip
 Last appointment letter

 REFERENCE CHECK: After the submission of slip and the

appointment letter, the candidate has to give the names and
contact details of two professional references from his current
company/any of the previous companies where he has worked
earlier...
A telephonic call is made to the persons and the following is
checked:
 Education background
 Professional Background
 Personal background
 Interpersonal skills for the formalities.

 OFFER ROLL OUT: After checking all the references, if the

candidates are found suitable, the offer letter is rollout to the
candidate for joining. (Annexure no. 3)

Joining& Induction

Joining; the candidate joins on the date mentioned in the offer letter
and he has to submit the following documents.

Documents for joining formalities:-

39
1. Recent Passport size colored photograph: 6nos
2. Educational certificate/professional certificate
3. Release letter/resignation letter from previous employer
4. Last drawn pay slip
5. Appointment letter/experience certificate of all previous employers
6. Copy of passport.
7. Identity proof.
8. Residence Proof.
9. Medical Certificate.
10. Postcard photos

After the joining formalities, the induction process starts. Normally in

VFM the induction process is of 2 days, usually the first two days of
the week. (Monday / Tuesday)

INDUCTION PROCESS

 Distribution of Induction Manual + HR Manual

 Distribution of stationery

 Filling of the following Forms:

40
 1 Account opening form
2 PF Form No.2
3 ESI Form no.1
4 Mediclaim Form
5 Personal Accident form
6. Gratuity Form F

 Welcome Address by GM – HR

 Round at HO

 Induction by respective facilitators

 Filling of Posting order (Annexure no. 7)

 Concluding session by the CEO

 Filling of Induction Feedback Form

 Distribution of Appointment Letters

 Distribution of Posting Order

APPOINTMENT LETTER

Appointment Letter (Annexure no. 4) & Posting Order is given to the

new joinee on the completion of the induction process on the 2nd Day

(Annexure no. 2)

Candidate Rating Sheet

41
Candidate Residence
Name Location

Position Total
Applied for Experience

Posting at Current
Company &
Designation

Rate the candidates on a scale of 1 to 5

1 – Unsatisfactory 2 – Satisfactory 3 – Average 4 – Good 5 – Very Good

FACTORS 1st Round 2nd Round 3rd Round 4th Round 5Th Round

Educational Background
Academic/ Professional//Technical background

Job Knowledge Well

versed in all aspects of the job. Ability to keep abreast
with latest development in related fields.

Work/Related Exp:
Total experience in relevant area.

Communication:
Clarity of verbal communication and method & manner
of speech.

Personality & Attitude:

Maturity, poise and stability, mental alertness and
comprehension, Demonstration of drive, enthusiasm &
vitality.
Fitment & Maturity:
Logical thinking, realistic answers & culture fitment.

Potential
Ability to meet job expectations and develop within the
organization.
Grooming
Suitably and neatly dressed. Maintaining the required
poise, posture and grooming necessary for the job.
FACTORS 1st Round 2nd Round 3rd Round 4th Round 5Th Round

42
Leadership Ability
Ability to take responsibility, set directions take
initiative and inspire team members to produce
desired results and lead to team development
Analytical Ability
Ability to analysis information and respond with
workable decisions
Creativity
Involvement in extra-curricular activity.
Whether having a creative bent of mind
System Orientation
Computer literacy. Exposure to any related software
usage. Exposure in ERP
Column Total

WEIGHTED COLUMN TOTAL : (WCT)

(Column Total/Number of rating factors)
APPRAISAL INDEX Total WCT/Total number of Appraisers =

OVERALL COMMENT

Round 1 (Short listing and Briefing by HR) Date:

Round 2 (Technical Head) Date:

Round 3 (Functional Head) Date:

43
Round 4 (HR Head) Date:

Round 5 (CEO) Date:

Name & Designation of the Interviewer Signature of the interviewer

Result ( Tick mark) SELECTED HOLD REJECTED DATABANK

44
Nature of Employment
Permanent Probation
Contractual Others Specify

Current CTC Notice Period

Expected CTC Date of Joining

45
(Annexure no. 1)

Employment Application Form

(To be filled by the candidate)

Position Applied For Date of the interview

Candidate Background
Name
Present Address
Permanent Address
Contact Numbers (Mobile &
Landline)
E mail id
DOB

Marital status& family size

Educational Back Ground (Starting from the latest)

Education Name of the Year of Percentage Electives/Major
Board/University Passing

Work Experience (Starting from the current company)

Name of Company Designation Tenure Reason for Leaving
(with complete address and phone ( number
of years)
number)
At the time of At the time of
joining leaving

46
Current CTC

Expected CTC

Other Details
Your Hobbies

Extra Curricular Activities

Any Professional membership
Personal Vehicle if any

Computer Proficiency
Are you open to relocation

From which source you came to

know about the job opening

Family Members

Name of the member Name of the member and his/her occupation

Spouse (if married)

Mother

Father

Brother

Sister

Date:
Signature of the candidate

47
 (Annexure no. 5)

Feedback on Recruitment

Name: Position selected: Resident Location:

Site: DOJ: Total Experience:

Interviewed By (1st round) Date of Interview:

Interviewed By (2nd round) Date of Interview:

Final round By: Date of Interview:

CTC Offered by Client: CTC Offered by VFM/ECPL:

Authorized Signatory-HR (Talent Acquisition) Dept. Authorized Signatory-GM-HR

Any other Comments:

48
(Annexure no. 4)

APPOINTMENT LETTER

Ref.No.HR/VFM/APP/……………/0607

Date…………………

Mr………………..
Address…………….
…………………………
………………………….
Letter of Appointment
Dear Mr………………..

With reference to your application and subsequent interview with us,

Management is hereby pleased to appoint you in our organization from
……………….. on the following terms & conditions:

1. DESIGNATION: You will be designated as

“………………………………….”.

2. PLACE OF POSTING: You will be posted at our site office in …………...

However, at any time during the period of appointment, you will be liable to
transfer in such other capacity that the Company may determine to any
other Department/Branch/Establishment or any other Company under the
same management without adversely affecting your emoluments and
general conditions of service.

3. GRADE: You will be placed in Grade ………. as per the structure of the
company.

4. REPORTING: You will functionally and administratively report to

……………………………..or any other person assigned to you by the
Management from time to time.

5. REMUNERATION: You will be entitled to the following remuneration per

month, subject to the express condition of fulfillment of service conditions:

Basic Salary : INR ……………/-P.M

House Rent Allowance : INR …………../- P.M
(@60% of the basic Salary)
Special Allowance : INR ……………. /- P.M
Total : INR ……………. /- P.M

49
 Apart from the above, you shall be entitled reimbursements of Medical,
Telephone, Conveyance as applicable to your grade and as per the rules
prevailing of the company.Other annual benefits/perquisites like Leaves,
Provident Fund, LTC, Bonus etc. will be admissible as per your grade and
company policy. Your remuneration will be revised from time to time at the
sole discretion of the Management. All promotions also shall be at the sole
discretion of the Management and will be based on performance and
results.

6. PROBATION: You will be on probation for a period of six months from the
date of joining service. Based on your performance and conduct, this
period may be increased or decreased at the sole discretion of the
Management and unless an order in writing is given to you, you shall not
be deemed to have been confirmed.

7. SEPARATION: During probation or extended period(s) thereof, either side

can terminate this contract by giving a notice of fifteen days or payment of
equivalent portion of basic salary in lieu thereof. Subsequent to
confirmation, either side can terminate this contract by giving a notice of
one month or payment of one months’ basic salary in lieu thereof.

8. RETIREMENT: You shall retire from the services of the company on

attaining the age of sixty years on the basis of the age submitted by you,
subject to your being medically and mentally fit.

9. OTHER RULES & REGULATIONS:

You are expected to discharge the duties assigned to you from time to time
with due diligence, integrity and responsibility to the entire satisfaction of
the management and also maintain high standard of work expected of you
by the Company.

Your appointment in the Company is full time and you shall devote yourself
exclusively to the business of the Company. You will not engage yourself in
any other gain full employment or business (part-time or full time) as long
as you are employed in the Company. Any action contrary to this shall
render your services liable for termination without any notice or payment in
lieu thereof.
You are required to deal with the Company’s money, materials and
documents with utmost honesty. If at any time you are found of moral
turpitude or of any dishonesty in dealing with the Company’s money,
materials and documents, you shall render yourself liable for termination
without any notice or payment in lieu thereof.

You will not divulge or make public any information related to any aspect of
the Company to anyone not employed by the Company, indulging in such

50
 activity shall render you liable for termination without any notice or payment
in lieu thereof. If any declaration given or information furnished by you to
the Company are found to be false or if you are found to have willfully
suppressed any material information at any point of time during your
services with us, your services are liable to be terminated immediately
without any notice or payment in lieu thereof.

This appointment shall be subject to your being found and certified

physically and mentally fit. Further you are required to maintain yourself in
a state of medical fitness (physical & mental) In case at any particular point
of time you are found medically unfit during your services with the
Company your services will be liable for termination without any notice or
payment in lieu thereof.

In all matters not mentioned herein you will be governed by the rules and
regulations of the company in effect from time to time.

At the time of joining the Company, you are required to produce the
following certificates/documents:

- Six passport / stamp size recent colored photograph

- Photocopy of passport, self attested
- Photocopies of all educational/professional qualification, self-attested.
- Photocopies of appointment letters, release letters, salary certificates/pay-slips of
- All previous employers, self-attested.
- Proof of residence, local & permanent.
- Age-proof.
- Medical fitness certificate from a registered Medical Practitioner with
reference to
- The job profile.

Any disputes arising out of this contract would be settled in the court of law under
Delhi jurisdiction.

Please sign the copy of this letter as a token of your having accepted the same.
We welcome you once again to VIPUL Family and trust your association with us
would be a long and meaningful one.

For Vipul Facility Management Pvt. Ltd

Rahul Guha
General Manager - HR
Received & Accepted
………………………………
.

51
 (Annexure no. 3)

OFFER LETTER
Date……………..

Mr………………….
Address…………….
……………………...
……………………..

Dear Mr. ……

Sub: Letter of Offer

With reference to your application and subsequent discussions you had with us,
we are hereby pleased to offer you the position of “………………….” in our
organization.
The terms & conditions of your employment will be in line with those discussed
and a detailed letter of appointment will be given to you after you join us. As
informed to you, your place of posting would be at in NCR and it is transferable
within and / or outside NCR to any of our sites / sister concerns in India.

You are requested to join on or before …………… at ……... at the address

mentioned below, after which our offer stands withdrawn, unless otherwise

extended by the Management. Please report at the following address on the date

of joining

Vipul Facility Management Pvt. Ltd

Orchid Square,
Sushant Lok, B Block, Phase-I
Gurgaon

Please bring the following documents (along with originals for verification) at the
time of joining:
1. Recent passport size colored photographs: 6 nos.
2. Testimonials of all educational / professional qualifications.
3. Release letter / resignation letter from previous employer.

52
 4. Last drawn pay-slip.
5. Appointment letter / experience certificate of all previous employers.
6. Copy of passport.
7. Identity proof.
8. Residence proof.
9. Medical Certificate.

Please return the copy of this letter duly signed as a token of your having
accepted the same.

Welcome to our Group

Yours faithfully,
For Vipul Facility Management Pvt.Ltd

Received & Accepted

Rahul Guha General Manager-HR

53
PROJECT OBJECTIVES

AND SCOPE

54
 PROJECT OBJECTIVES

 How does right recruitment process helps in creating overall

efficiency, cost reduction, on time delivery with reference to
external customer.

 To collect the findings, information & analyze to draw

conclusion of recruitment process.

 To explain the documentation used at the various stages of the

recruitment & Selection process.

 To involve employees in creating an environment of openness,

trust, fun & pride.

 To highlight the area where recruitment and selection programs

needs improvement.

 Is the current recruitment process in line with the employee’s

future career planning and his potential?

 Developing human resources in consonance with broader

corporate horizon and long range vision of the organization.

55
 PROJECT SCOPE

 To understand the complete recruitment cycle in Vipul Facility

Management.

 Is right kind of recruitment happening at all levels?

 Define deliverables, Define functionality data, and Define

technical structures.

 Data collection for understanding the recruitment process.

 Personal interaction to understand the efficiency of the

recruitment process.

 To help the company to determine how they make their

recruitment and selection programs more effective.

 To determine various parameters to collect information through

questionnaire of employees.

56
 RESEARCH

METHODOLOGY

57
 RESEARCH METHOLOGY

DEFINITION
According to Clifford Woody: -“Research comprises of defining and
redefining problems, formulating hypothesis (suggested solutions),
collecting, organizing, and evaluating data making deductions and
reaching conclusions and at last carefully testing the conclusions to
determine whether they fit the formulated hypothesis”.

DATA COLLECTION
Data collection is one of the important tasks of the research, which is
based on PRIMARY and SECONDARY DATA

 Primary data: - The primary data are those data, which are
collected afresh and for the first time and thus happen to be
original in character. There are some important methods :
 Observation method
 Interview method
 Through questionnaires
 Through Schedules
 Secondary data: - It means data that are already available i.e.,
they refer to the data, which have already been collected and
analyzed by someone else. There are some important methods:
 Books, magazines and newspaper
 Reports prepared by

58
 TYPE OF DATA

Since my research was of descriptive type and perform surveys, I

collected information in the form of primary data. I obtained primary
data by questionnaire method and through focus groups of the
representative to evaluate Recruitment and selection process of the
candidates.
I used primary data to obtain the information, which is first hand and
original in character, so as to have fair information about the
Recruitment and selection methods at VIPUL FACILITY
MANAGEMENT PVT. LTD. For analyzing the data I use the
percentage method and making the data more liable I used the pie
charts and bar diagrams.

SAMPLING TECHNIQUES

Universe: - Total No. Of employees in Viper Facility Management

are 100 which is a universe.

Sample size of 30 was taken, which consisted of 14 employees

who were senior managers and 16 employees who were of the
level senior officers to assistant managers.

59
ABOUT QUESTIONNAIRE
QUESTIONNAIRE: - A Questionnaire consists of a number of
questions printed or typed in a definite order on a form or set of
forms.

The Questionnaire:
The questionnaire consisted of 13 questions, which were
combinations of Multiple, Open- Ended questions and on the
basis of 5 Likerts Rating Scales (Strongly Agree, Agree, Neutral,
Disagree, and Strongly Disagree).

60
 LIMITATIONS

The topic was such that it required vast and thorough study
necessitating complete enumeration of the organization
and analysis of several issues.

Following are the limiting factors: -

 Collecting information from people during the working

hours was difficult.

 Due to work shifts it was difficult to approach the

employees.

 Some employees did not have in depth knowledge about

their work and were not able to give relevant information.

 Most of the employees were hesitant in giving frank

opinions and answer during personal interview.

 Time constraint is one of the limiting factors.

61
 FINDINGS AND ANALYSIS

After evaluation of the questionnaire, the results are summarized with

the help of the graphs. Graphs are made on the basis of the
questions asked in the questionnaire so as to have a detailed
knowledge about how the employees feel about the
Recruitment and selection programs at VIPUL FACILITY
MANAGEMENT PVT. LTD. Assessment sheet is attached
with every graph.

A) WHAT ARE THE LEVELS OF RECRUITMENT IN VIPUL

FACILITY MANAGEMENT

OPTIONS RESPONSES PERCENTAGE

LOWER LEVEL 19 75%

MIDDLE LEVEL 8 20%

HIGHER LEVEL 3 5%

62
63
B) EMPLOYEE FEEL ABOUT RECRUITMENT PROCESS ?

OPTIONS RESPONSES PERCENTAGE

VERY GOOD 14 47%

GOOD 9 30%

AVERAGE 5 16%

NOT SATISFIED 2 7%

64
50%

45%

40%

35%

30%
MANAGEMENT
25% HR MANAGER
DEPT. HEAD
20% SUPERVISOR

15%

10%

5%

0%
%

65
C) WHAT TYPES OF SOURCES USED IN
RECRUITING LOWER LEVEL MANAGEMENT?

OPTIONS RESPONSES PERCENTAGE

WALK IN 85

NAUKRI 2

CONSULTANT 3

EMPLOYEE 10
REFERAL

66
 ON THE JOB
OFF THE JOB

67
D) WHAT TYPES OF SOURCES USED IN RECRUITING
MIDDLE LEVEL MANAGEMENT?

OPTIONS RESPONSES PERCENTAGE

20
NAUKRI

10
EMPLOYEE REFERAL

CONSULTANT 70

68
40%

35%

30%

25% 16 HOURS

24HOURS
20%
36HOURS

15% ABOVE 36
HOURS

10%

5%

0%
%

69
E) WHAT TYPES OF SOURCES USED FOR RECRUITING
HIGHER LEVEL MANAGEMENT?

OPTIONS RESPONSE PERCENTAGE

S

CONSULTANT 24 95%

EMPLOYEE 6 5
REFERAL

70
 YES
NO

F) ACCORDING TO LIKERT RATING SCALE: -

OPTIONS RESPONSE PERCENTAG

S E

STRONGL 8 27%
Y AGREE

AGREE 15 50%

NEUTRAL 3 10%

DISAGREE 3 10%

71
STRONGL 1 3%
Y
DISAGREE

72
 50%

45%

40%

35% STRONGLY
AGREE
30% AGREE

25% NEUTRAL

20% DISAGREE

15%
STRONGLY
DISAGREE
10%

5%

0%
%

G) EMPLOYEES SATISFACTION
73
OPTIONS RESPONSE PERCENTAG
S E

SATISFIED 27 90%

UNSATISFIED 3 10%

SATISFIED
UNSATISFIED

74
CONCLUSION

75
 Here are some conclusions drawn from the graphical
presentation.

 Most of the employees are satisfied with the recruitment and

selection process initiated by the company.

 Most of the employees are satisfied with the Induction process

they receive in the company.

 Most of the employees’ think that their training needs are well
aligned with their job profile.

 Employees feel that the Induction programs are carefully

designed and appropriately match with the expectation of the
new joinee.

 Employees are happy with the Recruitment evaluation rounds

adopted by the company.

 Still some employees feel that the time taken to complete the
interview process is more and should be reduced.

76
RECOMMENDATIONS AND SUGGESTIONS

77
 Although employees at Vipul Facility Management Pvt. Ltd are quite
satisfied with the recruitment and selection process held at the
company but according to the project, the company should work in
the following areas for making their Recruitment and Selection more
effective.

 Vipul Facility Management Pvt. Ltd. should recruit more technical

and qualified candidates for their required job.

 More emphasis should be laid on the practical aspects of

recruitment and selection.

 Recruitment and selection process should be fair without any

personal biases.

 Employee reference scheme can be effectively used as a means in

recruitment and selection.

 Psycho metric test and competency mapping can be effectively

used.

78
QUESTIONNAIRE

TRAINING AND DEVELOPMENT SURVEY FORM

Name of the employee: -

Date of joining: -
Designation: -
Department: -
Qualification: -

1) Type of industry
* Manufacturing
* Service
* Any other
2) Sector
* Public
* Private
* Government
* Any other
3) Do you know what is training?
*Yes * No

4) Who is responsible for training?

* Management
* Human resource manager
* Department head
* Supervisor

5) Which type of Training program do you prefer?

* On the job * off the job
6) How much duration of training is considered?

79
 * 16 hours * 24 hours
* 36 hours * Above 36
7) Do you feel that company takes training quite
seriously?
*Yes * No
8) Do you feel restricted by rules, policies and procedures while undergoing
training?
* Yes * No

9) Referring to the scale provided below:

STRONGLY AGREE NEUTRAL DISAGREE STRONGLY

AGREE DISAGREE
A B C D E

A. Training program has infused lot of self-confidence

B. Training and development program are initiated for promotions.
C. Training and development program are based usually On the performance
level
D. You found change in the enthusiasm after undergoing training
E. Training helped you to become aware in regard to your strong and weak
points.
F. You learnt more from books and self-study than from attending courses
G. Management skills are learnt by experience and training makes little
difference
H. Motivational level increases with training program
I. Training and development of employees helps in improving the financial
turnover
J. Training and Development program helps in improving the labor turnover,
productivity improvement, absenteeism, process improvement etc.

80
10) Training which have been imparted till now, was directly helpful to your job
and you acquired expertise in the subject(s)? Yes/No,
Please elaborate your views:
…………………………………………………………………………..
…………………………………………………………………………………..
…………………

11) In your opinion whether in House or outside the house training were more
result oriented or beneficial and why: …………………………………….
……………………………………………………………………………………
………………………………………………

12) What in your opinion was the outcome of the attempt?

* High success * Medium success
* Low success * No success

13) Your suggestions on what should company do to improve the quality of it

raining services?
………………………………………………………………….
……………………………………………………………………………………………
…………………….

81
 BIBLIOGRAPHY

BOOKS

a) Rao Subba, Essentials of HR Management and

Industrial Relations, Vikas Publishing House, New Delhi,
1998, Fourth Edition.

b) Gupta C.B., Business Studies, Tata McGraw-Hill

Publishing Company Limited, New Delhi, 1998, Third
Edition.

c) Prasad L.M., Principles and Practice of Management,

Sultan Chand & Sons Educational Publishers, New
Delhi, 2001, Sixth Edition.

d) Kothari C.R., Research Methodology Methods &

Technology, New Age International Publishers, New
Delhi, Second Edition.

WEBSITES
www.vipulfacility.com

82