EXISTING RECRUITMENT PROCESS OF

THE PRODUCTION PLANT IN ABC (PVT.) LTD.

A Project Report

Prepared By

U. A. C. Ravimini

CC/20/GL/01/54

Certificate Course in Human Resource Management

January, 2020

CHARTERED INSTITURE OF PERSONNEL

MANAGEMENT SRI LANKA (INC.)

ACKNOWLEDGEMENT

It is a pleasure to acknowledge the enthusiastic support and assistance given to me by

many people for the successful completion of my project for the Certificate Course in
Human Resource Management of Chartered Institute of Personnel Management Sri
Lanka (Inc.). I express my gratitude to CIPM Sri Lanka for giving me the opportunity
to analyze the practical processes of Human Resource Management by applying the
theories I learned during my course.

I express my heartfelt gratitude to Mr. Bathiya Samarakoon; the General Manager of

ABC (Pvt.) Ltd. and Mr. Sudarshana Wickramaarachchi; the Manager of the Human
Resource and Administration Department for the excellent guidance provided to me.

I express my gratitude to the staff members of the Human Resource and Administration
Department at ABC (Pvt.) Ltd. for their help in providing me the necessary information
for the successful completion of the project.

Finally, I would like to thank every individual who gave me even the slightest support
to make this project a success.

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EXECUTIVE SUMMARY

For any organization recruiting right people at the right time in right quantity is a critical aspect
since the recruitment of best suited people for the organization directly influence the
successful completion of the organization’s goals. Recruiting wrong people for an organization
is both costly and detrimental to any organization in spite of its scale. Therefore, recruitment
processes and policies of an organization has major impact on its success. That is why
recruitment has become one of the key areas of Human Resource Department in any
company.

Today, with competitive market, it has become a challenge to find the suitable candidates and
retain them within an organization. Therefore, successful recruitment processes and policies
within an organization have become a must. This challenge is also applicable to ABC (Pvt.) Ltd.
also.

Here, in this report, the existing recruitment processes of the production plant of ABC (Pvt.)
Ltd. is analyzed with regards to the strengths and weaknesses of those process in recruiting
the right candidates for their production plant. Suggestions for the improvements are also
included.

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Table of Contents

ACKNOWLEDGEMENT ......................................................................................................... ii
EXECUTIVE SUMMARY ...................................................................................................... iii
1. INTRODUCTION OF THE COMPANY.......................................................................... 1
1.1. Background ................................................................................................................ 1
1.2. Hierarchy of the company .......................................................................................... 1
1.3. Organizational structure of the company ................................................................... 1
2. OBJECTIVES AND METHODOLOGY .......................................................................... 3
2.1. Objectives .................................................................................................................. 3
2.2. Methodology .............................................................................................................. 3
3. LITERATURE REVIEW .................................................................................................. 4
4. EXISTING RECRUITMENT PROCESS ......................................................................... 5
4.1. Recruitment Process................................................................................................... 5
4.2. Job Descriptions (JD) and Job Specifications (JS) .................................................... 5
4.3. Types of Recruitment ................................................................................................. 6
4.3.1. External Recruitment ......................................................................................... 6
4.3.2. Methods of External Recruitment ...................................................................... 6
4.3.3. Internal Recruitment .......................................................................................... 7
4.3.4. Methods of Internal Recruitment ....................................................................... 8
5. RECOMMENDATIONS FOR IMPROVEMENTS .......................................................... 9
REFERENCES ........................................................................................................................ 10

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1. INTRODUCTION OF THE COMPANY

1.1. Background

ABC (Pvt.) Ltd. belongs to the rubber compounding sector within XYZ Group. The
company was established 34 years ago in order to manufacture and supply rubber
compounds and sheets to its sister companies fulfilling the group's internal
requirements. Today, ABC (Pvt.) Ltd. manufactures and provides compounds made up
of natural rubber, SBR, EPDM, EVA, LDPE and micro cellular rubber sheets, EVA
sheets, PVC soles and V/Strap for footwear, Recycled rubber products, Rubber soles
for footwear, Roofing materials and other molded and extruded quality products only
to its sister companies but also for other companies and has ventured into export market
also.
Vision
Being a fore-runner as a trusted customer compounder.
Mission
To be the industrial facilitator for rubber compounding while benefiting the global
customers in conventional and niche markets.

1.2. Hierarchy of the company

ABC (Pvt.) Ltd. consist of nine departments; Marketing department, Research and
Development department, Engineering department also known as Workshop, Planning
department, Finance department, Human Resource and Administration department and
Production department where each of the department is managed by the Head of the
Department namely an executive or a manager or a senior officer. Chairman of the
group is at the top of the hierarchical level followed by Joint Managing Director and
then by Director and General Manager.

1.3. Organizational structure of the company

Organizational structure of ABC (Pvt.) Ltd. can be explained as follows,

Human Resources and Administration - This department manages the current
employees approximately 250 in number within the ABC (Pvt.) Ltd.

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Planning department - All the schedules regarding the production are planned in this
department.
Supply department - All the Chemicals and other necessary supplies for production
processes are supplies through the Supply department unless those were supplied by a
customer.
Production department- This consists of various sub sections including Rubber plant
which consists of Weighing and Mixing section and Press and Sheeting section, PVC
shoe related production plant, Crumb plant.
Research and Development department - Find solutions for the problems in production
processes and compounding and prepare new formulas for new compounds.
Workshop - Maintenance of equipment and machinery and all engineering related
works are carried out by this department.

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2. OBJECTIVES AND METHODOLOGY

2.1. Objectives

The main objectives of undertaking this project are as follows:

• To understand the existing recruitment process of the organization
• To identify the areas in the recruitment process where there can be any scope
for improvements
• To use theoretical knowledge gained for analyzing a practical situation in in
Human Resource Management
• To have an idea about the importance of recruitment for a company to achieve
its goals successfully

2.2. Methodology

In order to gain an understanding about the existing recruitment process of the

company, the data were collected through discussions and Q & A sessions with the
Staffing Coordinator and HR Specialist whose primary responsibilities were to recruit
and hire employees, conduct interviews and oversee orientation in Human Resource
and Administration Department of ABC (Pvt.) Ltd.

To find out the methods of internal and external recruitment a sample of employees in
Weighing and Mixing section of Rubber Production plant in ABC (Pvt.) Ltd. was
analyzed.

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3. LITERATURE REVIEW

Recruitment is one of the key areas in Human Resource Management and it plays a
major role in acquiring correct people to work for an organization, thus, its goals are
successfully achieved.

Edwin Flippo defines Recruitment and selection process as “A process of searching for
prospective employees and stimulating and encouraging them to apply for jobs in an
organization.”

In simpler terms, recruitment is the process of linking the jobs and those seeking jobs
by discovering the potential and capabilities of applicants for expected or actual
organizational vacancies.

According to Korsten (2003) and Jones et al. (2006), the recruitment process may be
internal or external or may also be conducted online and is based on the levels of
recruitment policies, job postings and details, advertising. They also further states that
successful recruitment techniques involve an incisive analysis of the job, the labour
market scenario/ conditions and failure in recruitment may results in difficulties such
as untoward effects on its profitability and inappropriate degrees of staffing or
employee skills.

Price (2007), in his work Human Resource Management in a Business Context, states
that the process of recruitment needs management decision making and broad planning
in appointing the most appropriate manpower.

Silzer et al. (2010) states that the process of recruitment does not cease with application
of candidature but involves sustaining and retaining the employees that are selected.

All these facts explain that recruitment is not a simple process but a major important
process that should be carefully considered towards the goal achievement of any
organization.

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4. EXISTING RECRUITMENT PROCESS

4.1. Recruitment Process

Normally the recruitment process consists of seven steps.

1. HR planning in which the future activities, targets and goals of the organization
are planned and set while analyzing the action plans.
2. Identify the HR recruitment and job vacancies which could be identified after
accurate HR planning.
3. Job analyzing process in which Job descriptions and Job specifications are
prepared according to the identified job vacancies.
4. Decision to recruit according to its recruitment policy.
5. Resources and methods of recruitment are decided
6. Implementation of the recruitment programme is carried out.
7. As the final step the recruitment programme is required to be evaluated
regarding its cost effectiveness and number of quality and relevant applications
received.

For ABC (Pvt.) Ltd. the current recruitment process is slightly differed from the above-
mentioned steps. The reason for the difference is that the most of the jobs within the
company are already defined and established. Thus, job analysis is not done for every
job vacancy regularly. It is only done when more responsibilities are added to the
already existing jobs. Usually when recruiting for a job vacancy, the already prepared
Job Descriptions and Job Specifications are made use to recruit.

4.2. Job Descriptions (JD) and Job Specifications (JS)

I was given the opportunity to view the Job Descriptions and Job Specifications of some
of the jobs in Rubber Production Plant in ABC (Pvt.) Ltd. such as Line Manager,
Machine Operator, Boiler Operator, Production Worker, Material Handler. The
common and most specified sections in JDs for the low-level hierarchical jobs like
Production Worker, Machine Operator and Material Handlers were summary of duties,
tools, machinery and equipment to handle, materials used and hazards associated with
the job. In JSs for those jobs the more important was given to training and skills, age
range, health and gender rather than to education and qualifications required. For the

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JDs like Line Managers which are middle level jobs in Production plant of ABC (Pvt.)
Ltd, the specified sections were duties and responsibilities, authority and detailed
assessment of work to be carried out while more important were given to education and
qualifications, experience, skills, and personality etc. in JSs than low level jobs.

4.3. Types of Recruitment

Both internal and external recruitment are used in ABC (Pvt.) Ltd to recruit for job
vacancies.

4.3.1. External Recruitment

The external recruitment for ABC (Pvt.) Ltd is considered when recruiting outsiders for
the low-level hierarchical jobs. For examples, when hiring production workers,
machine operators and material handlers. Every employee which was hired for low-
level hierarchical jobs for the Production plant through external recruitment was male
since the work to be carried out were heavy extraneous work like lifting, weighing large
bulks of materials, operating machinery which were usually accident-prone. When
recruiting these types of job vacancies, the priority is usually given to gender, age and
health of the candidates rather than experience, educations and qualification since a
training is provided for each and every hired employee during their induction period.

Another occasion where external recruitment is considered, is when hiring candidates

for the high-level positions of ABC (Pvt.) Ltd. For examples, the candidates for
positions like Factory Manager, Process Engineer etc. in Production Plant are hired
through external recruitment. When recruiting for these high-level jobs, the propriety
is given for education and qualifications and experience of the applied candidates.

4.3.2. Methods of External Recruitment

The methods of external recruitment implored are;

• Newspaper advertisements
• Labor contractor
• Walk-in interviews
• Job fairs
• Internet
• Direct recruitment

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 • Casual Callers

For high-level jobs the most used methods of external recruitment are newspaper
advertisement, job fairs and internet.

For low-level jobs the most used methods to recruit externally are walk-in interviews,
direct recruitment where the company puts up a notice on the factory gate regarding the
jobs available, such that the applicant sees it and apply for the job directly and casual
callers where job seekers inquire about the jobs casually and drop their applications at
the company. This can be identified by the analyzed sample of employees in Weighing
and Mixing Section of Rubber Production Plant in ABC (Pvt.) Ltd.

Method of External Recruitment in Weighing and Mixing

Section of Production Plant

5%
10%
Direct Recruiting
Casual Callers
25% Walk-in Interviews
60%
Labour Contractor

Figure 1:External recruitment methods of Weighing and Mixing Section of Rubber Production Plant in ABC (Pvt.)
Ltd.

4.3.3. Internal Recruitment

The internal recruitment is usually considered when recruiting an employee for middle-
level hierarchical jobs like Line Managers etc. It is also considered to balance the
surpluses and shortages of labour between departments during season like New Year
and Christmas in which the productions rates are higher than normal seasons in ABC
(Pvt.) Ltd. For example, normal crump plants workers are internally hired temporarily
to rubber plant during Christmas season since crump plant production rate is at its
lowest and rubber plant production rate is at its maximum during Christmas season.

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 4.3.4. Methods of Internal Recruitment

The methods of internal recruitment that are currently implored are;

• Notice Boards
• Newsletters
• Job posting
• HRIS
• Transfers
• Promotions

The most usually used methods of internal recruitment of ABC (Pvt.) Ltd. is through
notice boards and transfers when the internal recruiting is done for the purpose of
avoiding shortages and surpluses of labour or recruiting for the same level positions of
different departments.

The most usually used methods of internal recruiting are through HRIS and Promotions
when the purpose of recruiting is to promote an experienced employee within the
company to a higher level. In such cases, the employee is needed to fulfil training
requirement for the job promotion.

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5. RECOMMENDATIONS FOR IMPROVEMENTS

Even though some of the sister companies are currently using E-recruiting method for
their external recruitment purposes, ABC (Pvt.) Ltd. has still not adapted this to their
recruitment process. By adapting E-recruiting to recruitment, company will be able to
make their recruitment process; specially when recruiting externally to high-level
hierarchical jobs easy and quick.

Also, rather than transferring workers internally between plants during seasonal
periods, it will be much easier and less costly to hire employees externally through
seasonal contracts since if any unexpected rise of production rates occurs in plants some
plants will be short staffed.

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REFERENCES

• Silzer, R., Dowell, B. E., Church, A. H., & Waclawski, J. (2010). Strategy
driven talent management: A leadership imperative. San Francisco: Jossey
Bass.
• Price, A. (2007). Human Resource Management in a Business Context (3rd
ed.). Cengage Learning Business Press.

• Jones, David A.; Shultz, Jonas W.; Chapman, Derek S. (2006) Recruiting
Through Job Advertisements: The Effects of Cognitive Elaboration on
Decision Making International Journal of Selection and Assessment, Volume
14, Number 2, pp. 167-179(13)

• Korsten A.D. (2003) Developing a training plan to ensure employees keep up

with the dynamics of facility management Journal of Facilities Management,
Volume 1, Number 4, pp. 365-379(15)

(Word count 2140 excluding References, Table of Contents)

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