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Study of HR Practices _ Process of Performance Appraisal

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					                           A
                 PROJECT REPORT
                          On
 Study of HR Practices & Process of Performance Appraisal

                          With special reference to

                         ADITYA BIRLA GROUP
                          GRASIM I DUSTRIES
                                 R.M.C Division
                              Head Office - MUMBAI


                                  Submitted To

         TILAK MAHARASHTRA U IVERSITY, PU E

                                  Submitted by
                       SATISH PRAKASH GOYAL
                               MBA- H.R
                              (2007-2009)



      I STITUTE OF BUSI ESS STUDIES & RESEARCH

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)          Page 1
                                 Table of Contents

      CHAPTER O.                              TITLES             PAGE O.
              1              Acknowledgement                       3

              2              Executive Summary                     8

              3              Company Profile                       9

              4              Organizational Chart                  16

              5              Introduction                          18

              6              About the project                     20
                             Recruitment                           22
                             Selection                             25
                             Performance Appraisal                 28
                             Training & Development                34
                             Talent Management                     40
                             Job Analysis                          42
                             Organisation Structure                47
                             Human Resource Information System     51
                             Company Philosophy                    56
                             Exit Interview                        58


              7              Learnings                             65

              8              Observations & Findings               66

              9              Recommendations                       67

              10             Nomenclatures and Abbreviations       68

              11             Limitations & Bibliography            69

              12             Annexure                              71




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                            Page 2
                                    Acknowledgement

    It is not possible to prepare a project report without the assistance & encouragement of other
    people. This one is certainly no exception.
    On the very outset of this report, I would like to extend my sincere & heartfelt obligation towards
    all the personages. Without their active guidance, help, cooperation & encouragement, I would not
    have made headway in the project.
    I would like to express my sincere thanks to Major P.K.Das (GM-HR,Grasim Industries) who
    gave me the opportunity to work with such an esteemed organization.
    I owe profound sense of regards & gratitude towards Mr.Sujit Kumar (Manager- HR) who has
    continuously guided me & supported in all the tasks by giving me valuable insight into issues like
    the meaning of HR practices, its uses, objectives and tools as well as steps to be considered in
    developing and studying an organizational structure.
     I owe debt of gratitude to Ms. Deepika Mehta (Executive-HR) who has given me enough support
    & cooperation to me by finding time from her hectic schedule. I also thank her for guiding me,
    clearing the doubts & advising me in the right time to make this project a real learning experience.
    I am thankful to the entire employee at Grasim Industries (RMC Div.) for their cooperation during
    the internship.
    Last but not the least, I would thank Dr.M.L.Monga,( Executive Director), Dr.Ginlianlal Buhril,
    (Director, Navi Mumbai) , Mr.Anurag Shrivastava,(Asst.Dir.) & all my lecturers for giving me
    an opportunity to work with such an esteemed organization ,guiding& encouraging me
    throughout.



    Thanking You:

    Satish P.Goyal




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 3
      CERTIFICATE FROM THE FACULTY GUIDE



      This is to certify that the project work entitled “Study of HR Practices & Process of

      Performance Appraisal ”, worked under Aditya Birla Group ( Grasim Industries ) is a
      bonafide work carried out by Mr. Satish P.Goyal ,a candidate for the MBA June (2007-2009)
      Examination of Tilak Maharashtra University, Pune under my guidance and direction.




      Signature of the Guide.
       ame           : Dr.Ginlianlal Buhril
      Designation : Director
      Address     : IBSAR, avi Mumbai.
      Date        :
      Place      :




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                           Page 4
         CERTIFICATE FROM THE U IVERSITY




         This is to certify that the project work entitled “Study of HR Practices & Process

         of Performance Appraisal ”, worked under Aditya Birla Group ( Grasim Industries )
         is a bonafide work carried out by Mr. Satish P.Goyal , a candidate for the MBA June
         (2007-2009) Examination of Tilak Maharashtra University, Pune. The project
         report has been approved as it satisfies the academic requirements in respect of project
         work prescribed for the Masters of Business Administration Degree.




         Head            :

         Internal Guide :

         External Guide:

         Date           :

         Place          :




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                            Page 5
    Executive Summary-

    The importance of personnel management is being increasingly realized in industrial and non-
    industrial organization both in India and abroad. The realization has come about because of
    increasing complexity of the task of managers and administrators. In most organizations the
    problems of getting the competent and relevant people, retaining them, keeping up their motivation
    and morale, and helping them to both continuously grow and contribute their best to the
    organizations, are now viewed as the most critical problems.


    So with this reference the project titled Study of Study of HR practices             & process of
    Performance Appraisal has been conducted, based on the primary research in Ultratech Cement
    Limited, RMC Division has been prepared to get a better insight into the management practices
    adopted by UTCL with reference to HR Policies prepared by the HR department in organization. It
    emphasizes on the importance of a clear cut organization structure and culture to avoid any
    confusion in order to achieve maximum result with minimum resources.

    The project is aimed to cover maximum knowledge of the HR practices followed in the
    organization and how the performance is evaluated of employees, what primary factors are
    considered , how data is maintained and finally the evaluation done. Here the HR practices of the
    company have been explained to understand how the company follows these practices and the
    performance appraisal process adopted. The practical knowledge has been gained mainly by
    observing all the activities taking place in the H.R. department. This is a brief study done to have
    understanding of the subject H.R., how it is practically implemented, why it is necessary, its
    implications & the benefits.

    With reference to the HR Practices brief knowledge has been gained how the Recruitment cycle
    functions, Selection done, Training Calendar prepared, what does compensation & cost to
    company means and the steps of performance appraisal.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                 Page 6
    Company Profile
    Aditya Birla Group is India's first truly multinational corporation. The group has an annual
    turnover of US$ 24 billion and has over 1,00,000 employees belonging to over 25 different
    nationalities on its rolls.

    Aditya Birla Group has its presence in 20 countries –

    India, Thailand, Laos, Indonesia, Philippines, Egypt, Canada, Australia, China, USA, UK,
    Germany, Hungary, Brazil, Italy, France, Luxembourg, Switzerland, Malaysia and Korea.

    Globally the Aditya Birla Group is:

    • A metals powerhouse, among the world’s most cost-efficient aluminium and copper producers.
    Hindalco, from its fold, is a Fortune 500 Company. It is also the largest aluminium rolling
    company and one of the 3 biggest producers of primary aluminium in Asia.

    In India:

    • A premier branded garments player.

    • The 2nd largest player in viscose filament yarn.

    • The 2nd largest in the Chlor-alkali sector.

    • Among the top 5 mobile telephony companies.




    Hindalco:

    It has established been in 1958, Hindalco deals in Aluminium and Copper and is an industry leader
    in both. Hindalco is the world's largest aluminium rolling company and one of the biggest
    producers of primary aluminium in Asia. Its copper smelter is today the world's largest custom
    smelter at a single location. In 2007, Hindalco acquired Novelis and in the process became the
    world's largest aluminium rolling company and one of the biggest producers of primary aluminium
    in Asia, as well as India's leading copper producer.

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                               Page 7
    Aditya Birla     uvo: Aditya Birla Nuvo is a diversified business conglomerate with interests in
    viscose filament yarn (VFY), carbon black, branded garments, fertilizers, textiles and insulators.
    Aditya Birla Nuvo, through its subsidiaries and joint ventures has made forays into life insurance,
    telecom, business process outsourcing (BPO), IT services, asset management and other financial
    services.

    Ultra Tech Cement: The Groups cement business is under both Grasim and UltraTech cement.
    Together the two companies under the group account for a substantial share of the cement market
    in India.

     UltraTech cement comprises the erstwhile cement business of L&T which was acquired by the
     group.Ultra Tech Cement manufactures and markets Ordinary Portland Cement, Portland Blast
     Furnace Slag Cement and Portland Pozzolana Cement. It is the country's largest exporter of
     cement clinker. Its export market includes countries around the Indian Ocean, Africa, Europe and
     the Middle East.

     GRASIM I DUSTRIES LIMITED is the flagship company of Aditya Birla Group. Grasim
     itself is a multi-product company with cement being the major area of focus. Now a day the
     cement division of the Grasim industries Limited works under the banner of the Ultratech Cement
     limited (UTCL). In August 1998, Grasim acquired the well-known Dharani Cements Ltd situated
     at Reddipalayam, Perambalur District. Soon after the acquisition, Grasim embarked on a most
     prestigious project of one million top capacity cement plant at the existing locations.




    READY MIX CO CRETE




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 8
     Concrete is a hardened building material created by combining a binder i.e. cement (commonly
    Portland cement), aggregate (generally gravel and sand), water and admixtures. Although people
    commonly use the word cement as a synonym for concrete, it is only one of several components in
    modern concrete. As concrete dries, it acquires a stone-like consistency that makes it ideal for
    constructing roads, bridges, water supply and sewage systems, factories, airports, railroads,
    waterways, mass transit systems.

    Concrete is used more than any other man made material on the planet. It was in 1824, when
    Joseph Aspdin and Isaac Charles Johnson refined synthetic cement that Portland cement came into
    existence. However, it was not widely used until World War II, when several large docks and
    bridges were constructed.

    Today, different types of concrete are categorized according to their method of installation. Ready
    or pre-mixed concrete is batched and mixed at a central plant before it is delivered to a site. This
    type of concrete is sometimes transported in an agitator truck and is also known as transit-mixed
    concrete. Shrink-mixed concrete is partially mixed at the central plant and its mixing is then
    completed en route to the site.

                                       The secret of good concrete lies in the degree of quality control
                                       and technical parameters of the mix. UltraTech, the Aditya Birla
                                       Group Company, which makes good concrete better, maintains a
                                       high level of precision in its quality assurance procedures and
                                       produces world-class concrete that comes in a package of highly
                                       reliable durability, strength and performance.

    The making of concrete is a science as well as an art. Science because the right proportions of all
    the ingredients as per the standard Bureau of Indian Standards (BIS) code assures the desired
    strength and durability. And an art because it is not just the accurate proportioning which
    determines the quality of concrete, but the way it is mixed, placed, compacted, cured and protected
    also play a great role.

    UltraTech Concrete makes good concrete better because the company takes extra care to make
    sure it is perfect both ways — proportion wise and handling wise. To ensure quality, each and

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 9
    every sample of concrete passes through stringent tests in fresh and hardened state to ensure
    strength, durability and performance.

    How does UltraTech Concrete make good concrete better?
    Right from selecting the raw materials to batching and mixing, transportation, placing of concrete
    till testing of concrete — UltraTech ensures flawless operation in every stage. Clearly, it's all about
    putting together the right ingredients for that perfect recipe.

    Cement
    Fresh cement, protected from weathering conditions and influence of external environment such as
    air, moisture etc., is an important ingredient of concrete. UltraTech Concrete plant uses fresh
    cement directly procured from the cement plants through cement bulkers, which in turn pump it
    directly into the concrete silos thus protecting it from the external environment.

    Coarse aggregates
    Coarse aggregates — free from clay, weeds and other organic materials, cubical or rounded with a
    combination of different sizes and not elongated or flaky — ensure proper strength of the concrete
    and make it non-porous. These coarse aggregates are a vital ingredient of good concrete. UltraTech
    Concrete directly sources the aggregates from selected and approved suppliers, tested as per BIS
    for size, shape, gradation, impact value and crushing value etc.

    Fine aggregate
    Sand, the fine aggregate used in concrete must be free from silt, clay, salts and organic materials to
    prevent shrinkage cracks, which affect the concrete quality and durability.




    UltraTech Concrete directly purchases sand from selected and approved suppliers tested for
    moisture content. To maintain the correct water-cement ratio, UltraTech Concrete plants use
    moisture sensors and an automatic water correction procedure.

    Water
    Potable water, free from impurities such as oil, alkalies, acids, salts, sugar, organic materials is

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 10
    ideal for concrete. UltraTech Concrete uses water tested at frequent intervals and uses water
    purifiers whenever necessary.

    Admixture
    Admixtures used in concrete during mixing ensures its workability (the ease of placing of concrete
    in moulds) and the setting time is carefully chosen from reputed companies. The workability is
    measured for every batch through the slump cone and is controlled using a scientific method of
    dosing. UltraTech Concrete is equipped with computerized batching and mixing plants to strictly
    monitor the quality of the concrete. It uses a computerized recipe for the raw mix design (cement :
    sand : coarse aggregate : water : admixture) and quantities of raw materials are weighed
    automatically as per the design mix. The water-cement ratio, very important to satisfy the strength
    and durability criteria of concrete, is pre-designed through a scientific mix design as per the BIS
    standards and kept constant throughout to maintain the consistency in quality for a particular mix.
    Mixing is generally done through high efficiency pan mixers (machine mixers / turbo mixer) to
    ensure uniform and consistent quality concrete.

    Transportation




    The transport of concrete from its place of mixing to the delivery point is very critical, as there is
    possibility of the concrete drying out and losing its workability and plasticity.

    UltraTech Concrete transports concrete from its ready mix concrete plants to the site through
    transit mixers. Further, the concrete is pumped to the actual point of concreting using high
    efficiency concrete pumps, thus maintaining the homogeneity of the concrete throughout the transit
    till the final deposition. Placing the concrete is expedited scientifically by specialized delivery
    trucks. Qualified and experienced engineers monitor the entire operation.



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                      Page 11
     It is anchored by an extraordinary force of 100,000 employees, belonging to 25 different
    nationalities. In India, the Group has been adjudged “The Best Employer in India and among
    the top 20 in Asia” by the Hewitt-Economic Times and Wall Street Journal Study 2007. Over 50
    per cent of its revenues flow from its overseas operations.


    Beyond business — the Aditya Birla Group is:


    Working in 3,700 villages


    Reaching out to seven million people annually through the Aditya Birla Centre for Community
    Initiatives and Rural Development, spearheaded by Mrs. Rajashree Birla
     Focusing on: health care, education, sustainable livelihood, infrastructure and espousing social
    cause.                                                                                                .




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 12
     About Ultratech Cement Ltd

    Ultratech Cement Ltd is having its own vision, mission and values.

    Vision of the company:

    To be a premium global conglomerate with a clear focus on each business.

    Mission of the company:

    To deliver superior value to the customers, shareholders, employees and society at large.

    Values of the company:

    People contribute when they relate to an organization and they relate, when they understand the
    organization. People understand an organization through its values by experiencing the culture that
    values create and by using the systems and processes that values define. In large organizations,
    such shared understanding cannot be created through leadership of individuals alone; it requires
    leadership of principles, of beliefs, of conviction. Integrity, Commitment, Passion,
    Seamlessness, Speed. These together constitute what they call their “Value”.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 13
     Organizational Chart




                                        RMC Central




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)          Page 14
                                             Head
                                             RMC


                        Head       Head                              Head
     Head                          Tech.            Head                               Head                Head
                   Mktg &                          Operation         F&C
      HR                                                                               SCM                Projects
                    Sales         Service




                                                                             Head              Head
                                            Head           Head IT
           Head Sales      Head Mktg        O&M                                               logistics
                                                                           Aggregate




                   satishpgoyal@yahoo.co.in)
IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                         Page 15
                                                  RMC HR




                                       Head HR


          Recruitment                    Org.                  Zonal Coordinators
           specialist               Development              North/East/West/South

                          Poornat      MS/PM      Training
           Assistant
                           a/MIS         S         School

                                                                   City HR/IR
                                                                   & Safety




                   satishpgoyal@yahoo.co.in)
IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                               Page 16
    Introduction


    HR PRACTICES
    The success of any business depends as much on appropriate, effective, well-communicated, HR
    and business practices as it depends on meeting the requirements of mandated laws and
    regulations. In fact, good planning and the development of effective practices make regulatory
    compliance much easier.
    HR practices helps in increasing the productivity and quality, and to gain the competitive
    advantage of a workforce strategically aligned with the organization’s goals and objectives.


    KPI's For HR PRACTICES


    Some of the key performance indicators for Human Resources include but are not limited to the
    following.


    • Employees’ clarity on HR policies
    • Employees’ clarity on roles, responsibilities and expectations
    • Development of qualitative staff
    • Number of HR issues arising for which there are no clear policies and guidelines
    • Competitiveness of compensation structure relative to industry benchmark
    • Usefulness and accuracy of compensation survey
    • Lead time to respond to staff welfare issues
    • Employees’ assessment of promotion criteria and process (clarity, fairness)
    • Measurement of HR policy violation
    • Average time required to fill vacancies
    • Proportion of training programs resulting in productivity improvement
    • Staff attrition rate
    • Understanding / Clarity of the Organizational philosophy
    • Outline Internal capabilities and identify gaps on skills-competencies-behavioral aspects


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 17
    • Prepare HR strategic Objectives and bring in clarity as to how the HR strategy supports the
    organizational strategy
    • Develop KPI's for each of the strategic objectives.
    • Track and measure performance


    Human Resources Best Practices

    The best practices in the management of human resources are the ones which optimize a workforce
    so that it can not only get work done, but also ensure a greater level of efficiency, timeliness and
    quality as it accomplishes increases productivity overall.

    Hence the job of the best practices human resources firm is to make sure that these benefits and
    pay scales meet the company’s budget while remaining attractive and competitive enough to pull
    in the very best talent possible. We should know that these figures put the company in a good light
    while also presenting themselves as engaging and competitive for company’s recruitment efforts.

    OBJECTIVE OF HR PRACTICES:-

    The main objective of HR Practices is to differentiate the organization from its competitors by
    effective and efficient HR Practices. By following this, the organization does its whole work
    process. The objective of HR Practices is to increase productivity and quality, and to gain the
    competitive advantage of a workforce strategically aligned with the organization’s goals and
    objectives.

    As The Transparent HR practices can reduce attrition, Because-

    Transparent HR practices ensure continuous business growth in every organization.
      It gives the suitable working environment to the employees.
      The success of company motivates the employees of organization to continue relationship with
    it. As all the employees Perks chart has been mentioned according to their designation in the HR
    practices, it helps the employees to know what their perks charts are. So it creates a transparency.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 18
    OBJECTIVE of the PROJECT

    As we know the whole function of HR department depends upon the HR Practices of the
    organization. The HR management is done according to the HR Practices of the company. Which
    things to be done and which things should not be done depend upon this only. It also helps the
    organization to achieve the target of the organization.


    The HR policies of the organization have been mentioned in the HR Practices. All the rules &
    regulations for the employees have been also mentioned in this. All the welfare of the employees’
    processes is also mentioned in this.


    So the study of the HR Practices means basically the brief study of all HR functions in the
    organization. I believe the HR Practices is a vital part of an organization, which helps the
    organization to achieve the goal of the organization.


    All companies are having their HR Practices but the company who is having the best, is the most
    successful company among its competitors. So the company can get success within its competitors
    by applying best, effective HR Practices.


    The main objective of the project is
      To understand the HR practices followed & Process of Performance Appraisal.
      To know what are the uses of HR practices for any organization.
      How these HR Practices help any organization to know its stand in the market and to be
    competitive by implementing good HR Practices for their employees.
      To understand how the organization would achieve its goals by implementing good HR
    Practices.
      To understand the work culture of the organization.


    HR function is very important in every organization. It helps the organization to manage not only
    the people of the organization but to manage all the working processes in it also. HR is


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                               Page 19
    management function that helps managers to recruit, select, train and develop members for an
    organization. Obviously HR is concerned with the people’s dimensions in organizations. HR refers
    to set of programs, functions, and activities designed and carried out.




    HR practices of ULTRATECH Cement Ltd (RMC Division)

    Effective and Efficient HR practices are very much important for every organization. So, UTCL
    has also its HR Practices, which helps it a lot to achieve the targets.

    Human Resource Management initiatives in any Organization endeavor to change, redefine,
    revisit, renew, reinvent, revitalize & restructure the Organization architecture. This is effectively
    done with the help of alignment & integration of HR policies & strategies with business goal &
    objectives.

    Definition of HRM-

    HRM is concerned with the people dimensions in management. Since every organization is made
    up of people, acquiring their services, developing their skills, motivating them to higher levels of
    performance and ensuring that they continue to maintain their commitment to the organization are
    essential for achieving organizational objectives.

    HRM is planning, organizing, directing and controlling of the procurement, development,
    compensation, integration, maintenance and separation of human resources to the end so that
    individual, organizational and social objectives are accomplished.




    The HR practices of Ultratech Cement Ltd (RMC Division) are as follows:


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 20
   1. Recruitment and Selection:

    RECRUITME T-


    It is a process to discover the sources of manpower to meet the requirements of the staffing
    schedules and to employ the effective measures for attracting that manpower in adequate numbers
    to facilitate effective selection of an efficient workforce.
    Edwin B. Flippo has defined it as “ the process of searching for prospective employees and
    stimulating them to apply for jobs in the organization. “




    OBJECTIVES of RECRUITME T


    • To attract people with multi-dimensional skills and experiences that suti the present and future
    organizational strategies,
    • To infuse fresh blood at all levels of the organization,
    • To develop an organisational culture that attracts competent people to the company,
    • To search for talent globally and not just within the company,
    • To design entry pay that competes on quality but not on quantum,
    • To anticipate and find people for positions that do not exists yet.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 21
    PROCESS

    • Finding out the requirement (hiring vs. exit), upcoming vacancies, kind of employees needed.
    • Developing suitable techniques to attract suitable candidates.
    • Stimulating as many candidates as possible.




    FACTORS affecting RECRUITME T

    I TER AL FACTORS                                    EXTER AL FACTORS
      Employer’s brand                                   Socio-economic factors
      Company’s pay package                              Supply & Demand factors
      Quality of work life                               Employment Rate
      Organisation culture                               Labour market conditions
      Career planning & growth                           Political, Legal, Governmental factors
      Company’s size
      Company’s products, services
      Role of trade unions
      Cost of recruitment
      Company’s name & fame.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                 Page 22
    SOURCES of RECRUITME T


    I TER AL SOURCES                                 EXTER AL SOURCES
    Present employees                                 Campus Recruitment
    Retired employees                                 Private employment consultant
    Dependent of present                              Data Banks
    Employee Referrals                                Casual Applicants
    Trade Unions
    Walk-ins
    Head Hunting
    Mergers & Acquisitions
    E-Recruitment


    It helps in translating Business Strategy into people requirements. A combination of internal
    recruitment, campus recruitment, and executive search is leveraged to meet up to the changing
    needs of the organization

     In today’s rapidly changing business environment, organizations have to respond quickly to
    requirements for people. Hence, it is important to have a well-defined recruitment policy in place,
    which can be executed effectively to get the best fits for the vacant positions. Selecting the wrong
    candidate or rejecting the right candidate could turn out to be costly mistakes for the organization.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 23
    Selection
    It is one area where the interference of external factors is minimal. Hence the HR department can
    use its discretion in framing its selection policy and using various selection tools for the best result.
    Recruitment of staff should be preceded by:

    An analysis of the job to be done (i.e. an analytical study of the tasks to be performed to determine
    their essential factors) written into a job description so that the selectors know what physical and
    mental characteristics applicants must possess, what qualities and attitudes are desirable and what
    characteristics are a decided disadvantage.



    Effectively, selection is 'buying' an employee (the price being the wage or salary multiplied by
    probable years of service) hence bad buys can be very expensive. For that reason some firms (and
    some firms for particular jobs) use external expert consultants for recruitment and selection.


    Equally some small organizations exist to 'head hunt', i.e. to attract staff with high reputations from
    existing employers to the recruiting employer. However, the 'cost' of poor selection is such that,
    even for the mundane day-to-day jobs, those who recruit and select should be well trained to judge
    the suitability of applicants.
    Outsourcing is also done through consultancies by mentioning the requirement, number and time.


    Where the organization does its own printed advertising it is useful if it has some identifying logo
    as its trade mark for rapid attraction and it must take care not to offend the sex, race, etc.
    antidiscrimination legislation either directly or indirectly. The form on which the applicant is to
    apply (personal appearance, letter of application, completion of a form) will vary according to the
    posts vacant and numbers to be recruited.


    Interviewing can be carried out by individuals (e.g. supervisor or departmental manager), by
    panels of interviewers or in the form of sequential interviews by different experts and can vary



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                      Page 24
    from a five minute 'chat' to a process of several days. Ultimately personal skills in judgment are
    probably the most important.


    Training in interviewing and in appraising candidates is clearly essential to good recruitment.
    Largely the former consists of teaching interviewers how to draw out the interviewee and the latter
    how to rate the candidates. For consistency (and as an aid to checking that) rating often consists of
    scoring candidates for experience, knowledge, physical/mental capabilities, intellectual levels,
    motivation, prospective potential, leadership abilities etc. (according to the needs of the post).
    Application of the normal curve of distribution to scoring eliminates freak judgments




    The Recruitment Process of UTCL-




    The recruitment process of UTCL Cement Ltd starts from the requirement of different departments
    as per to the org chart. Then they tell to the HR Department. HR Department takes the candidates


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 25
    from Data bank of company, Poornata etc, then does the short-listing, then does the scheduling for
    the interview. After this the selection and negotiation process occurs. Then offer letter is been
    given to the selected candidate. The employee then joins in the organization. Then the company
    arranges the Induction Program for the employee. After this the recruitment process ends with this.




    The Chart of Recruitment & Selection Process has been given here.


          HOD


      Requisition for
      Vacancy to be as
      per Org Chart

                                       1. Data bank                            Short Listing
           HR                          2. Req Agency
                                       3. Poornata

                  E D
                                                                              Scheduling
                                                                              the interview
                Induction

                                     Offer Letter             Selection &
                 Joining                                       egotiation




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 26
    2. Performance Management System

    It is a structured method of formally and objectively evaluating employees’ performance with
    respect to their objectives. It addresses the issue of an employee’s development by providing them
    with structured and in-depth analysis of strengths and areas of improvement. It provides with input
    for annual increments, training and development.
    For an organization the aim should not be just to have the best people, but also to retain them and
    get best out of them.
    Employee Performance management includes planning work and setting expectations, developing
    the capacity to perform, continuously monitoring performance and evaluating it.


    Most organizations focus on an annual evaluation process for employees and call that Performance
    Management. However, annual evaluations are often subjective and can lack specific
    measurements and supportive data to help the employee truly improve their behavior.


    Simply putting, a Performance Management System is essential to the success of any organization
    because it influences the effort expended by employees, which in turn, drives bottom-line business
    results. Furthermore, the Performance Management System helps an organization identify, recruit,
    motivate, and retain key employees.


    An effective Performance Management System should achieve the following:
      Review the employment cycle of every employee,
      Beginning with the recruiting process,
      Employee development,
      Ending with effective exit interviews.
      Employee’s knowledge, skills, and abilities with the organization's human capital needs and
    business objectives.


    Provide managers and employees with the tools necessary to focus on short-term and long-term
    goals that contribute to both career and organizational success.


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                 Page 27
    Support the organization in developing and sustaining a culture that recognizes and rewards
    individual contributions and team performance.
    Promote a work climate that requires employees to remain flexibly focused. For instance,
    employees can manage current tasks and unit goals while keeping pace with, and adapting to,
    change in the work environment.
        HR Performance Management System can be performed in three steps:
     Needs Analysis
    Identifying Competencies
    Development of effective Performance Management System.


    PURPOSE
    For Administration-
    •     Document HR decisions with regards to performance & its related issues.
    •     Determine promotion of employees.
    •     Determine increment in pay of employees.
    •     Determine transfer & change in job assignments.
    •     Determine retention or termination.
    •     Decide on layoffs.
    •     Decide need for training
    •     Decide salary & related issues.


    For Development-
    • Provide performance feedback to all concerned.
    • Identify individual skills, core competencies, strength & weaknesses.
    • Assist employees in setting goals.
    • Identify training needs.
    • Improve communication.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                         Page 28
    Method employed -
    •    Rating & Contribution

    •    Management by Objectives (MBO)-

    Advanced by Peter F. Drucker, way back in 1954. During last decade about 50 organisations have
    adopted MBO in work settings.
    MBO is a process whereby superior & subordinate managers of an organization jointly identify its
    common goals, define each individual’s major areas of responsibilities in terms of results expected
    of him & use these measures of guides for operating the unit & assessing the contribution of its
    members.
    The MBO focuses attention on participatively set goals that are tangible, verifiable
    & measurable.
    The superior & subordinates jointly determine goals to be considered during appraisal period &
    what level of performance is necessary for subordinates to satisfactorily achieve specific goals.
    During performance appraisal period the superior & subordinates update & alter goals as necessary
    due to changes in business environment.
    If not achieved identify reasons for deviation.


    SYSTEM of Performance Appraisal –
    a)       Establish Performance Standard.
    b)       Communicate standard & expectation to employees.
    c)       Measure actual performance, by following instructions.
    d)       Adjust actual performance due to environment influence.
    e)       Compare actual performance with set standards & find out deviations.
    f)       Suggest changes in job analysis & standards if necessary.
    g)       Follow up.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 29
    PROBLEMS-
    • Rating biases-
    • Halo effect
    • Error of central tendency.
    • Personal Prejudice.
    • Recency effect.


    Mainly the performance management of UTCL is done by online system includes the following
    basic processes
    1.       Annual goal setting
    2.       Mid year review
    3.       Annual performance review




                   satishpgoyal@yahoo.co.in)
IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                        Page 30
    1.Annual goal setting –




      In the month of April/May every year, after the annual planning and budgeting rounds, all teams
    identify their KRA’s and goals for the forthcoming financial year. This process occurs by offline.
      Then the employees fill their goal setting document in the Poornata system, listing the KRA’s,
    Goals, Measurement Criteria, Assigning Weightage and due date for completion of specific goals
    as already discussed offline.
      Then they notify the same to their manager/immediate supervisor and await approval.
      The manager recommends any changes if required or else approves the goals set in the
    document.
      The approval of the goals set by the managers completes the goal setting process.
      The approved documents will be then available to the employees as well as their managers for
    the reference throughout the year. These documents can also be viewed by manager’s manager
    (Reviewer) for their indirect subordinates.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 31
    2. Mid Year Review:


      Mid year review of goals set at the beginning of the financial year held on the months of
    October/November every year.
      The mid year review generally initiated by the manager.
      The main focus of the mid year review is to check if the goals set at the beginning of the year are
    relevant or if they need to be revised or updated.
      The mid year review is also an opportunity for the manager and his team members to identify
    and discuss about any performance issues and initiate corrective action for the same.
      The mid year review does not entail any ratings.


    3. Annual Performance review:


      The annual performance reviews against goals set and achieved held during the months of April-
    May every year.
      The employee completes his self-review /appraisal against goals set, online in the Poornata
    system and submits the same to his manager for review.
      The manager then discuss the performance of the employee with him/her off-line, give him
    feedback on his performance and capture his own comments and performance ratings against goals
    and overall ratings in the manager’s evaluation form.
      The manager also discusses the employee’s performance as well as rating with the manager’s
    manager (reviewer) and sends the document to the HR department for further processing.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 32
    3. Training and Development

    The needs of individual are objectively identified & necessary interventions are planned for
    identified groups, which get rolled out in a phased manner through training calendar.

    The training and development program is charted out to cover the number of trainees, existing staff
    etc. The programs also cover the identification of resource personnel for conducting development
    program, frequency of training and development programs and budget allocation. Training and
    development programs can also be designed depending upon job requirement and analysis.
    Selection of trainees is also facilitated by job analysis.

    The company has a strong focus on manpower training according to their requirements. The
    internal training department aims at improving the skill sets relevant to the work profile of
    employees.

    • This includes improving communication
    • Different skills
    • E-mail programming
    • Operation systems.

    The design of the training program can be undertaken only when a clear training objective has
    been produced. The training objective clears what goal has to be achieved by the end of training
    program i.e. what the trainees are expected to be able to do at the end of their training. Training
    objectives assist trainers to design the training program.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                 Page 33
    Training Design-
    The trainer – Before starting a training program, a trainer analyzes his technical, interpersonal,
    judgmental skills in order to deliver quality content to trainers.
    The trainees – A good training design requires close scrutiny of the trainees and their profiles.
    Age, experience, needs and expectations of the trainees are some of the important factors that
    affect training design.

    Training climate – A good training climate comprises of ambience, tone, feelings, positive
    perception for training program, etc.


    Trainees’ learning style – The learning style, age, experience, educational background of trainees
    must be kept in mind in order to get the right pitch to the design of the program.


    Training strategies – Once the training objective has been identified, the trainer translates it into
    specific training areas and modules. The trainer prepares the priority list of about what must be
    included, what could be included.


    Training topics – After formulating a strategy, trainer decides upon the content to be delivered.
    Trainers break the content into headings, topics and ad modules. These topics and modules are
    then classified into information, knowledge, skills, and attitudes.


    Sequence the contents – Contents are then sequenced in a following manner:
    • From simple to complex
    • Topics are arranged in terms of their relative importance
    • From known to unknown
    • From specific to general
    • Dependent relationship


    Training tactics – Once the objectives and the strategy of the training program becomes clear,
    trainer comes in the position to select most appropriate tactics or methods or techniques. The
    method selection depends on the following factors:

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 34
    • Trainees’ background
    • Time allocated
    • Style preference of trainer
    • Level of competence of trainer
                          lities
    • Availability of facilities and resources, etc




    Improve performance


                   satishpgoyal@yahoo.co.in)
IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)          Page 35
    “Training & Development is any attempt to improve current or future employee performance by
    increasing an employee’s ability to perform through learning, usually by changing the employee’s
    attitude or increasing his or her skills and knowledge.”




    MEA I G OF TRAI I G & DEVELOPME T ACCORDI G TO UTCL: -


    The need for Training and Development is determined by the employee’s performance deficiency,
    computed as follows.
    Training & Development Need = Standard Performance – Actual Performance


    Training: Training refers to the process of imparting specific skills. An employee undergoing
    training is presumed to have had some formal education. No training program is complete without
    an element of education. Hence we can say that Training is offered to operatives.


    Development: Development means those learning opportunities designed to help employees to
    grow. Development is not primarily skills oriented. Instead it provides the general knowledge and
    attitudes, which will be helpful to employers in higher positions. Efforts towards development
    often depend on personal drive and ambition. Development activities such as those supplied by
    management development programs are generally voluntary in nature. Development provides
    knowledge about business environment, management principles and techniques, human relations,
    specific industry analysis and the like is useful for better management of a company.


    The Training Inputs are
    • Skills
    • Education
    • Development
    • Ethics
    • Problem Solving Skills
    • Decision Making
    • Attitudinal Changes

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 36
    Importance of Training & Development
    • Helps remove performance deficiencies in employees
    • Greater stability, flexibility and capacity for growth in an organization
    • Accidents, scraps and damages to machinery can be avoided
    • Serves as effective source of recruitment
    • It is an investment in HR with a promise of better returns in future
    • Reduces dissatisfaction, absenteeism, complaints and turnover of employees


      eeds of Training


    Individual level
    • Diagnosis of present problems and future challenges
    • Improve individual performance or fix up performance deficiency
    • Improve skills or knowledge or any other problem
    • To anticipate future skill-needs and prepare employee to handle more challenging tasks
    • To prepare for possible job transfers


    Training given on


    • Safety aspects
    • Behavorial aspects
    • Technical aspects
    • Communication skills




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 37
    Identification of Training eeds (Methods)


    Individual Training Needs Identification


    1.       Performance Appraisals
    2.       Interviews
    3.       Questionnaires
    4.       Attitude Surveys
    5.       Training Progress Feedback
    6.       Work Sampling
    7.       Rating Scales


    Group Level Training eeds Identification
    1.       Organizational Goals and Objectives
    2.       Personnel / Skills Inventories
    3.       Organizational Climate Indices
    4.       Efficiency Indices
    5.       Exit Interviews
    6.       MBO / Work Planning Systems
    7.       Quality Circles
    8.       Customer Satisfaction Survey
    9.       Analysis of Current and Anticipated Changes


    Benefits of Training eeds Identification
    1.       Trainers can be informed about the broader needs in advance
    2.       Trainers Perception Gaps can be reduced between employees and their supervisors
    3.       Trainers can design course inputs closer to the specific needs of the participants
    4.       Diagnosis of causes of performance deficiencies can be done.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                      Page 38
   5. Talent Management




    It is a holistic and systematic process, across the group. It is built on the work done so far on
    people processes, and has a Talent Identification and Talent Development Strategy for all the 3
    levels of management i.e. Senior, Middle & Junior Management. This is facilitated by
    Development Assessment Center followed by Individual Development Plan, enabling planned
    succession and career management.

    The talent management process includes HR process for
    • Recruitment,
    • Performance,
    • Compensation,
    • Succession planning,
    • Learning and other capabilities around self-service,
    • Analytics


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                               Page 39
    • Reporting.

    With businesses going global and competition becoming intense, there is mounting pressure on
    organizations to deliver more and better than before. Organizations therefore need to be able to
    develop and deploy people who can articulate the passion and vision of the organization and make
    teams with the energy to perform at much higher levels.

    Talent management is a key business process and like any business process takes inputs and
    generates output.

    Talent management is a professional term that gained popularity in the late 1990s. It refers to the
    process of developing and fostering new workers through onboarding, developing and keeping
    current workers and attracting highly skilled workers to work for your company. Talent
    management in this context does not refer to the management of entertainers.

    Companies that are engaged in talent management (human capital management) are strategic and
    deliberate in how they source, attract, select, train, develop, promote, and move employees through
    the organization. This term also incorporates how companies drive performance at the individual
    level (performance management).

    The term talent management means different things to different people.

    • To some it is about the management of high-worth individuals or “the talented”.
    • To others it is about how talent is managed generally - i.e. on the assumption that all people have
    talent which should be identified and liberated.

    Talent management decisions are often driven by a set of organizational core competencies as well
    as position-specific competencies. The competency set may include knowledge, skills, experience,
    and personal traits (demonstrated through defined behaviors)




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 40
    5. Job Analysis & Evaluation

    It is broadly categorized in two parts. Job Analysis is a process to understand the job, identify and
    disaggregate the activities, competencies and accountabilities associated with the job. It defines
    and clusters the task required to perform the job. It also clarifies boundaries between jobs. The
    output of Job Analysis exercise is referred to as job description.




                             .




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 41
     STEPS

      (Process of Collecting Information)

    “Job Analysis is a process of studying and collecting information relating to operations and
    responsibilities of a specific job. The immediate products of this analysis are ‘Job Description’ and
    ‘Job Specifications’.”

      (S ystematic Exploration of Activities)

    “Job Analysis is a systematic exploration of activities within a job. It is a basic technical procedure
    that is used to define duties and responsibilities and accountabilities of the job.”

      (Identifying Job Requirements)

    “Job is a collection of tasks that can be performed by a single employee to contribute to the
    production of some product or service, provided by the organization. Each job has certain ability
    requirements (as well as certain rewards) associated with it. Job Analysis is a process used to
    identify these requirements.”

    Each job is a unique description of a role that a person can hold in an organization or required to
    be performed for the business benefit of that organization. When jobs are created, their tasks and
    requirements are taken into consideration.
    Jobs are used in the following components:
    • Job and Position Description
    • Shift Planning
    • Personnel Cost Planning
    • Career and Succession Planning
    Note:
    Job descriptions should be as general as possible and as detailed as necessary.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 42
    JOBS


        Jobs

          Jobs are general                          Examples :
          classifications of
                                                      Head of Department
          tasks performed
          by employees                                Buyer
                                                      Secretary




                   Secretary                                    Buyer


                                    Head of Department

          




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                               Page 43
    Positions



        Positions
                                                       Positions are specific to
          Positions are the                            your enterprise
          concrete representation
          of jobs. They are held                       More than one position can
          by individuals at your                       be based on the same job
          enterprise.
                                                       Each position typically
                                                       represents one employee,
                                                       but may be partially filled
                                                       by more than one
                    Job:
                   Head of
                    Dept.




                                           Position:
            Position:                      HOD : HR
         HOD : Purchasing
                              Position:
                             HOD : Sales




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                         Page 44
      Once you have created a job, define the number of positions required the enterprise.
      Jobs are not staffed by employees. That is the role of positions. If more than one person must
    perform jobs, more than one position must be created to meet this requirement.
      A position inherits the job’s tasks, and can also be assigned its own additional tasks.
      Positions can be 100% staffed, partially staffed, or vacant.
      When we define a position as vacant, the system prompts us to define the period for which the
    position will be vacant There will be a central authority that will be designated to declare
    vacancies and make them available for Recruitment (both internal and external). Positions can
    fall vacant due to reassignment or Separation as well. Such positions become unoccupied and
    not vacant. Vacancy is thus a declared feature for a position.
      A chief position is a position designated as the leader of a particular organizational unit.


      By matching the requirements of a position and the qualifications of the employees, we will be
    able to do career planning for employees and succession planning for positions.
      A profile matching reports can also be run to review the results of how an existing employee or
    an applicant fares against the requirements of a position.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                     Page 45
    6. Organizational Structure


    Using the basic object types – constructs of relationships is built to mirror the business edifices and
    processes.   By assigning object characteristics, validations, requirements etc, we can capture
    complex organizational realities with relative ease.


    Process Flow:


    • Before creating all of the other necessary objects and relationships, the user must first create a
                      l
    root organizational unit. Once one organizational unit has been created, it is recommended to
    create the appropriate organizational units below it.
    • Jobs may be created after an organizational unit exists in the model.
    • You can assign cost centers to organizational units and Positions.




                   satishpgoyal@yahoo.co.in)
IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 46
    Inputs:
    Organization chart
    • Root org unit
    • Additional Org units
    • Jobs if Required
    • Positions
    • Details to where the positions need to be mapped.
    • Position Details like Position Type, Position Sub Type, Department, and Sub department.

    Every organization has its organizational structure. According to this every employee has some
    specific work. The work also depends upon their levels. As per their levels in different departments
    they will have to do their work.




    In RMC business, there are different departments so as to organize the work efficiently and
    effectively. These are:

    • HR
    • Marketing
    • Technical
    • Commercial and Accounts
    • IT
    • Key Accounts
    • CRM
    • Quality

    As for different departments different works has been specified for the different levels of people. It
    helps them to perform their work, which has been specified to him. For similar jobs also the work
    of the employees’ has been structured properly, to avoid the repetition of the work with the other
    employees. It helps in decrease the overlapping of the work.



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 47
    To manage the different levels of work the employees have been separated in to different
    designations and different depts. According to their area of specialization. The designations which
    have been given to the employees are based on the skills they have, grades, knowledge, varying
    experiences. These designations have been specified as per the standard HR Practices of the
    organizations, so as to make the organization different from other organizations.

    In this way the organization stands in a better position than its competitors in the competitive
    business.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                 Page 48
    The different designations given to the employees in UTCL (RMC Division) are given in the
    following table.




                       Designation (s)
                       Jt. President /Jt. Exc. President
                       Sr. Vice President
                       Vice President
                       Asst. Vice President
                       Sr. General Manager / General Manager
                       Dy. General Manager
                       Sr. Manager
                       Manager
                       Dy. Manager
                       Asst. Manager
                       Sr. Engr. /Sr. Officer
                       Engineer / Officer
                       Asst. Engr. / Asst. Officer
                       Jr. Engr. /Jr. Officer
                       Sr. Supervisor
                       Supervisor
                       Support Staff




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                        Page 49
    7. Human Resource Information System

    POORNATA, an ERP (People soft) implementation of Human Resource practices has been
    introduced in UTCL to elevate HR processes to world class levels and standardize them across
    Units and Businesses. This has resulted in single integrated HR-ERP for all management cadre
    employees of the group. These automated HR Processes will also aid in faster, efficient, timely and
    accurate data availability to Management for decision-making.

    UTCL’s People Soft Enterprise Performance Management (EPM) enables it to achieve world-class
    performance by aligning the right information and resources to strategic objectives. People Soft
    EPM offers performance management solutions for every budget and every phase of the
    management cycle, helping its managers to formulate strategies for profitable growth, align
    strategies with operational plans, and actively monitor day-to-day operations.

    Poornata helps a lot in the different works of the organization. It helps in the following ways

    • It helps in entry of all the database of all the employees.
    • It reduces time to note all the databases of the employees.
    • It reduces different mistakes or errors while maintaining the databases
    • It helps in doing performance appraisal of the employees.
    • It also helps in doing the data updation of the employees.
    • It helps in recruitment and selection of the employees
    • It reduces the time of the work
    • It also reduces the no of employees for maintaining the database.
    • It helps in maintaining the job description of employees.
    • It records the compensation details for the employee.




    Poornata also helps the employees in this way,


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 50
    Once the data of an employee entered in to Poornata (ERP), the employee gets a Poornata ID,
    which helps the employees to know about the different policies of Organization.

          They can know these policies directly from the ERP system.
          As it done only through Online, there is no delay in getting different infomations.
          It also helps them to do the reporting to the concerned person.
          They can also fill their problems which they face during their work and send to their
    departments.

    In this way Poornata helps not only the managers but the employees also.

    Poornata (ERP) helps UTCL in the following ways

    Poornata helps in performing day to day roles.

    Introduction – Poornata helps in creating and updating of the positions of the employees.

    Each position will correspond to specific vacancy in the organization, have a specific headcount
    defined for it and is also tied to the following specific attributes:

    • Business unit
    • Department
    • Company
    • Job code
    • Location
    • Regulatory Region
    • Job Function
    • Reporting to position (The position to which this particular position reports to)
    • Career stages

    Every time one or more of the above attributes change, the same have to be updated for the
    position, or a new position may need to be created corresponding to the new combination of the
    attributes.


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                    Page 51
    Any individual who occupies a position will inherit the above-mentioned attributes of the position.

    A position is thus specific and particular opening in the organization, as opposed to job codes,
    which are more generic in nature. Job codes reflect the job points of the jobs across the
    organization, whereas a position number reflects a specific job description in the organization.

    • Poornata helps and gives hints and warns the user the important information he must know about
    the Poornata system.
    • It provides the additional information to assist the user & provide key information.
    • It also tells the frequently asked questions with respect to hiring employees.
    • It also shows the common error and warning messages that the user may get at the time of hiring.

    It needs the information about regarding these:

    Employee ID, Position Number, Job code (the job points of the employee), Company (The legal
    entity to which an employee /department is attached.), The Business unit to which the employee
    belongs to, Location (i.e. where the employee works), Department etc.

    Following are the steps that will be used to maintain positions and department budgets

    • Creating new positions
    • Updating the information for existing positions as and when required

   1. Creating a new position

    A position corresponds to a specific vacancy in the organization. Hence a position should be
    created in Poornata, only when a new vacancy has arisen in the organization, and the approval for
    the same has been obtained offline.

    Only after the offline approval has been obtained, should the position be created in the system, i.e.
    only pre-approved positions should be entered in to the system.

   2. Updating The information for existing positions



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 52
    From time to time the user should update the information for an existing position.

    Typical situations are when:

    • The position attributes or the approved max headcount for the position has changed.
    • The position no longer exists.
    • Organizational Restructuring.

    Direct Hire Process:

    It helps in doing the directly hiring an employee by Poornata system.

    Introduction: The direct hiring process involves an employee being directly added to the Poornata
    system that is the situation where his information doesn’t exits as applicant in the Poornata system.

    An employee on joining the group would fill up the joining check list and the related forms as per
    the unit policy. The HR administrator would then hire him into the system by capturing his
    relevant information with respect to his personal job compensation, qualifications and dependents’
    information.

    The hire action will be used to capture the event of the employee’s joining the organization. There
    can be either of two reasons for hire:

    • Joining the ABG: This will reflect the situation where an employee joins a unit of the ABG
    group directly.
    • Joining the acquired company: This will reflect the situation where an employee had joined an
    organization, which was subsequently acquired by ABG.

    Going forward the action of joining the acquired company will be used to enter the data of those
    employees from the non-management cadre moving into the management cadre who had originally
    joined a company that was acquired by ABG.

    The following information would be captured at the time of hiring the employee.



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 53
    • Personal information – Name, address, NIN, DOB, gender marital status, religion / caste.
    • Job related information related to hiring, his position a related details.
    • Compensation information with respect to the break of his CTC

    Recording personal actions for an employee

    Introduction: Post hiring as the employee moves through the organization, there would be various
    kinds of updation in the employee data. Broadly the processes that an employee could move
    through in the course of his life cycle in the organization comprise:

    • Probation, followed by confirmation.
    • Promotion
    • Pay rate change
    • Transfer
    • Resignation
    • Termination
    • Separation /Retirement




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 54
    8. Compensation Philosophy of the company-

    It is an outcome of what the Organization would like to pay for, which is determined by external
    and internal factors. All the processes are aligned to reinforce the philosophy. The company views
    compensation not only as something that reflects on the pay slip or in the CTC (Cost To Company)
    but also they are concerned about overall employee well being though they may not put any
    monetary value on items like Scholarships, Club membership, Retirement benefit, Health and
    Accident coverage.

    The Group’s approach towards various aspects of compensation focuses on:

    • Pay for performance (Variable Pay)

       Rewards stretch performance which is linked to business, team and individual results

    • Compensation increase

             Pay for the job
             Internal equity based on contribution to the organization

    • External benchmarking

       Relevant industry segment and people market
       Parameters beyond compensation: head count/ level/ reporting
       Individual profile and performance
       To be market aware, not blindly follow market practices

    • Compensation structure

       Tax efficient but compliant
       Common perk structure but varying amount




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 55
    Three major terms used in the company’s compensation:

    1. Fixed Cost: It is the fixed component of the salary that is committed to an employee and is paid
    on monthly / annual basis. This includes base salary, all perks and reimbursements and retrials
    such as PF, Gratuity and Superannuation.

    2. Variable Pay: This is the variable component, payout of which is contingent on Business,
    Unit/Zone and Individual performance. Targets for the year will be fixed and communicated at the
    beginning of every performance year

    3. Cost to Company: This is a sum of Fixed Cost and Variable Pay.

    CTC is decided based on designation, qualification and experience. Basic is around 42% of fixed
    cost without housing. Perks and allowances are fixed as per the designations. Variable pay based
    on job band is payable at 18%, 15% and 12% of fixed cost without housing. Balance amount is
    paid as special allowance.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                 Page 56
    9. EXIT I TERVIEWS

    An exit interview is simply a conversation between a departing employee (who is leaving the
    company either voluntarily or involuntarily) and a representative from the organization. The
    interview can follow a structured format or be conducted on an informal basis; written
    questionnaires can even be used in place of a face-to-face meeting. Whichever format is used, exit
    interviews are generally documented.

    Traditionally, exit interviews are conducted with employees leaving an organization. The purpose
    of the interview is to provide feedback on why employees are leaving, what they liked or didn’t
    like about their employment and what areas of the organization they feel need improvement. Exit
    interviews are one of the most widely used methods of gathering employee feedback, along with
    employee satisfaction surveys.

    Benefits of Exit Interview

    Exit interviews can be a win-win situation for both the organization and the leaver. The
    organization gets to retain a portion of the leaver’s knowledge and make it available to others,
    while the leaver gets to articulate their unique contributions to the organization and to ‘leave their
    mark’.

    Exit interviews offer a fleeting opportunity to find out information that otherwise might be more
    difficult or impossible to obtain. The exit interview is an important learning tool for employers.
    When properly conducted, the interview provides the employer with the opportunity to:

    • Discuss and clarify the reasons for the termination
    • Clarify pay and benefits issues (e.g., receipt of the last paycheck, the amount of unused vacation,
    conversion or continuation of benefits, terms of a severance package, unemployment insurance,
    etc.)
    • Explain company policies relating to departing employees (e.g., trade secret confidentiality,
    restrictive covenants or non-compete agreements, the possibility of future re-employment,
    freelance or contract work, the provision of references to prospective employers, etc.)


IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 57
    • Ensure the return of keys, security cards, and company property
    • Obtain information about improper or questionable management practices connected with the
    employee's termination
    • Obtain information about a supervisor's management skills
    • Obtain information about how effectively a department operates
    • Obtain feedback about employees' opinions and attitudes about the company
    • Resolve or defuse any remaining disputes with the exiting employee
    • Protect itself against subsequent charges that the employee was forced to resign (i.e.,
    constructive discharge)
    UTCL is doing this interview. Because it knows “Learn of potential changes in policies and
    practices that may make the company more competitive (e.g., compensation and benefits packages,
    flexible work arrangements).




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                             Page 58
    EXPOSURE TO OTHER KEY HR OPERATIO S

    • Approval of loans.
    • Expense related issues.
    • Clearance certificates.
    • Local conveyance.
    • Exit interview form.
    • Application form.
    • Joining formalities.
    • Making joining letters.
    • Maintaining personal files with updated details.
    • Verifying Mediclaims.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)             Page 59
    Comparison of HR Practices With the MASLOW’S theory-




                                                             Self
                                              I              Actualization


                                         Self-Esteem


                                   Belongingness & Love


                                        Safety eeds



                                     Physiological eeds




                          MASLOW’S EED HIERACHY THEORY




    Explanation:-


    According to Maslow “Human beings have wants & desires which can influence their behavior.
    Only unsatisfied needs can influence behavior, satisfied needs do not act as motivators. Since
    needs are many, they are arranged in the order of their importance, or hierarchy from the basic to
    complex.”




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 60
    Physiological eeds -


    The most basic, powerful & obvious of all human needs is the need for physical survival. Included
    in this group are the needs for food, drink, sleep, protection from extreme temperature etc. That
    means the basic needs.


    In UTCL physiological needs are represented by
      Employees’ concern for salary
      Basic working conditions.
      E.g.-In workers level it is providing the basic needs (e.g. through wages), which are required for
    them.
      It gives all hygienic factors to the workers (better working environment). It’s also providing
    uniforms & shoes, so that they will get satisfied at their working place and get motivated to work
    efficiently.
      It’s not only providing the physiological needs at working level but at employees’ level also.




    Safety eeds-
    Once physiological needs are met, another set of motives, called safety or security needs, become
    motivators. The primary motivating force here is to ensure a reasonable degree of continuity,
    order, structure, & predictability in one’s environment.


    In UTCL security needs means the factors like
      Job security,
      Salary increments,
      Safe working conditions etc.
    It also satisfy the safety needs of employees include
              Group insurance,
              Provident fund, gratuity,

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 61
             Safe working conditions,
             Grievance procedure,
             System of seniority to govern lay-off etc.
    It’s definitely provides job securities to its employees because once employee get in to the
    organization, the chances of retrenchment is very less till the employee has not done any thing
    misconduct. Because of these reasons employees can satisfy their safety needs. That is the reason
    for low attrition in the organization.


    Belonging & Love eeds -
    The belonging & Love needs constitute the third level in the hierarchy of needs. These needs arise
    when physiological & safety needs are satisfied.


    In UTCL the work groups are very co-operative.
             There present the peer acceptance,
             Professional friendship &
             Friendly supervision in the organization.
             Here the managers also encourage informal group.


    So there is completely a friendly working environment.
    That’s why employees are very friendly.


    Self-Esteem eeds-
    Next in Maslow’s hierarchy is esteem or egoistic needs.


    In the work place of UTCL, self-esteem needs are;
      Job title, merit pay,
      Peer/supervisory recognition,
      Challenging works,
      Responsibility etc.
    The Group fulfils these needs by giving
              Challenging work assignments,

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 62
              Performance appraisals,
              Performance recognition,
              Involving employees in goal setting & decision making.
    In this way UTCL satisfies the self-esteem needs of employees.


    Self-Actualization eeds-
    Finally if all the above four levels’ needs are satisfied, the needs for self-actualization comes. The
    employees who are in the highest position in UTCL are comes under these needs like:
    1.V.P.,
    2.President,
    3.GM etc.
    4.All top level employees.
    They are getting all types of facilities like mobile, medical, education, conveyance allowances
    etc.So they are in the position that they are satisfied with all the needs. Now they are helping their
    juniors for the betterment of the organization. All the five needs of Maslow’s hierarchy are
    fulfilled by UTCL. So the employees are getting motivated and performing efficiently in the
    organization, which impacts directly on the success of UTCL group. That’s why the attrition rate is
    less in the organization, which is one of the reason for the success of the companies.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 63
    KEY LEAR I GS FROM THE PROJECT

    • Firstly it was a very good experience to work and learn with a world class for two months as it
    was my first step into the corporate world.
    • When I saw my senior people doing each & every kind of work I came to know how much
    important is each & every work. Maintaining files in systematic manner with each & every detail
    is very important, if not done it hinders the work whenever these are required for reference in
    medical claim formalities, appraisal etc.
    • As I worked with the employees of HR department in the organization during the project they
    shared their experience and learnings with me, which was a very good opportunity I got during my
    project.
    • I learned different HR Policies of the organization which were unknown to me before entering to
    the corporate world.
    • I also learned how much the values and culture of the organization impacts the employees
    productivity. Like here the Seniors were approachable in nature, I felt an open culture.
    • Many a times I felt people are not open to new ideas and they are resistant to change.
    • I have gained some learning from every individual working here; it might be in terms of
    knowledge, skills, behavior or personal traits etc.
    • I have learned many small, minute things by observations, being in the HR department for 2
    months, which could not be learnt simply by reading books theoretically. The practical experience
    was totally different.
    • I have also learnt that a HR person should be very polite, soft spoken & good in handling people.
    Co-ordination with all departments is very necessary especially with Finance Department.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 64
    OBSERVATIO S A D FI DI GS


            During the study of the project I observed different functions of the HR Department. I got
            the knowledge about the different types of HR Policies functioning in the organization. I
            also got knowledge about how the organization is following their values in a very sincere
            way.
            I learnt how and what types of facilities are being provided to the employees .
            I also observed how they are doing the Performance Appraisal on basis of the
            achievement of the targets by the employees in the time given to them through ERP.
            I got the knowledge about different departments in a manufacturing company and idea
            about the challenges what the employees are facing while performing their work.
            As I worked on the ERP system of the organization, I came to know that how they are
            maintaining the database of the employees for all departments region-wise & its
            importance.
             They emphasis on providing proper working environment to their employees, so that the
            employees can work efficiently & smoothly .




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 65
    RECOMME DATIO S


       •   The company should give the compensation as per to the skills, so that the employees could
           do the efficient work.


       •   Organizations must enhance work force motivation to improve productivity. Workers must
           be encouraged and motivated to develop a customer satisfaction mind set.


       •   Organizations need to empower their workers by allowing them greater autonomy and
           control and to design jobs that are more stimulating. This will enhance the personal
           productivity.


       •   Interdependency of different departments should be well studied, co-ordinated for effective
           output.
       •   Training schedule is worked out well here with proper planning schedule.
           Recruitment proper planned, structured according to openings in plant, new vacancies.


       •   Goal Setting programs undertaken with schedule to find potential prospective employees
           for higher posts, giving training, discussing the on job responsibilities.


       •   The employee goals are well studied and structured. The Key Related Areas are properly
           designed & clearly mentioned to employees.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 66
       OME CLATURE A D ABBRIVIATIO


          1.      UTCL: - Ultratech Cement Ltd.
          2.      VSF: - Viscose Staple Fibre.
          3.      KPI: - Key Performance Indicator.
          4.      VFY: - Viscose Filament Yarn.
          5.      RMC: - Ready Mix Concrete.
          6.      OYOCS: - Own Your Own Car Scheme.
          7.      CRM: - Cement Research Management.
          8.      EPM: - Enterprise Performance Management.
          9.      ERP: - Enterprise Resource Planning.
          10.     HRA: - House Rent Allowance.
          11.     LTA: - Leave Travel Assistance




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                  Page 67
           LIMITATIO S


    During the project there were various constraints, which were faced.

           The review is done in retrospect and is an average of six months old, so recollection of
           events is poor .
           The opinions of staff and manager are often in opposition, causing de-motivation .
           The process is usually Manager driven and the staff member is expected to be compliant
           in the interview .
           The process usually involves the Manager giving their opinion and the staff member
           having to defend the position, rather than a positive discussion .
           The process is usually done in a rushed manner to meet a budget development process
           and therefore loses its relevance to performance .
           Results of merit rating are not accurate unless factors in the assessment are relevant.
           Sometimes,proper weightage may not be given to different qualities to be rated.
           Actual rating of subjective factors like initiative & personality of employees may not be
           on scientific lines.
           Superior may be biased.
           Method of Appraisal unreliable.




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                               Page 68
            BIBILIOGRAPHY:


    References:




    Websites:


    www.adityabirla.com
    www.bizhrguide.com
    www.grasim.com




    Text Books:


    STEPHE S ROBBI S
    C.B.MAMORIA & S.V.GA KAR
    Personnel Management
    Himalaya Publication




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)   Page 69
    A        EXURE-1
    Process of Performance Appraisal
    Employee Evaluation at Managerial Level


    Mr.X , Div., Desig.
    ABG Performance Doc.:07/01/2007 – 06/31/2008



    Section-1 –JOB PURPOSE


    RMC (Zonal Head,Karnataka)


    Description:


    • To achieve market growth for both Birla Ready Mix & Ultra Tech Concrete.
    • Ensure achievement of both sales & credit targets, optimizing of resources.
    • Develop/ harmonize team operations of plant / marketing for achieving customer satisfaction &
    maximum output.
    • Focus on future commercial / dedicated expansions.




    Section –2 –KRA


    KRA No.1 SALES & MARKET SHARE
    • Description: To achieve the Sales Targets as per Budget with increase in market share.
    KRA No.2 CREDIT CONTROL
    • Description: Reduction of critical o/s , Reducing no. of days.


    KRA No.3 OPTIMIZATION OF RESOURCES

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                   Page 70
    • Description: Optimising Manpower resources to generate maximum output.
    KRA No.4 CUSTOMER SATISFACTION
    • Description: Ensuring customer satisfaction
    KRA No.5 MARKET EXPANSION
    • Description: Market expansion for commercial & dedicated plants.
    KRA No.6- STATUTORY COMPLIANCES
    • Description: Ensuring operation of plants with all legal compliances.




    Section-3- EMPLOYEE GOALS


    Goal 1: Supports KRA No.1                   Weight-20%
    1.Description: To achieve the Sales Targets as per Budget.
    2.Measurement: Actual sales achieved every month compared with targeted volumes.
    3.Comments: As against budgeted volume of 49920 u.m achieved 47177 cu.m, loss
    due to strike.
    Rating: Exceeds-110-117%




    Goal 2 : Supports KRA No.1                   Weight-5%
    1.Description: Achieve & retain market share as per sales target.
    2.Measurement: To be monitored monthly via-a-vis budget.
    3.Comments: Market share improved from last year 19% to this year 23% despite construction
    industry showing trends of slow down.
    Rating: Far exceeds Expectation>120%




    Goal 3: Supports KRA No.2                     Weight : 10%
    1.Description: Credit control

IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                           Page 71
    2.Measurement: Monitor the same every month for number of days & reduction in critical.
    Outstanding as compared to the budget.
    3.Comments: Critical outstanding reduced from 179 lacs to 156 lacs.All major accounts
    reconciled.
    Rating: Exceeds Expectation>120%



    Goal 4: Supports KRA No.3                     Weight:20%
    1.Description: Optimising manpower resources, maximizing output forpumps/plant.
    2.Measurement: Availability w.r.t. the sanctioned manpower & Training for maximum ;output &
    harmonious operations etc.
    3.Comments: Harmonius operation was ensured by timely requirement
    & in house training.
    Rating: Exceeds>110-117%




    Goal 5: Supports KRA No.4.                    Weight:10%
    1.Description: Ensure Customer Satisfaction
    2.Measurement: Feedback from Customers.
    3.Comments: Mobile testing facility started at Banglore.
    Feedback from customers obtained & periodically analysed.
    Rating: Far Exceeds Expectation>120%


    Goal 6: Supports KRA No.5.                    Weight:10%
    1.Description: Market expansion for commercial & dedicated plants.
    2.Measurement: As per expansion plans based on market potential.
    3.Comments: Market expansion in Manglore and Mysore achieved with in two months of
    commercial production achieved market share of 25%.
    Rating: Far Exceeds Expectation>120%




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                Page 72
    Goal 7: Supports KRA No.6.                    Weight: 15%
    1.Description: Ensure operation of plants with all legal compliances.
    Safety norms followed in all plants.
    2.Measurement: 100% statutory compliance. No. Of safety trainings imparted to staff & workers.
    3.Comments: Training programs/Demos conducted in all plants.
    Rating: Far Exceeds Expectation>120%




    Section 4 – Employee Mid Year Review Comments-


    Description:
    • To achieve sales target as per budget : Against budgeted target of 282000 cu.m achieved 263000
    cu.m. Shortfall mainly due to 18 days of strike by sand suppliers.


    • Achieve & Retain market share: Market share of 22% achieved. Improvement of 3% onYOY
    basis.


    • Credit Control: No. of days o/s reduced from 38days to 27days.


    • Optimisation of Resources: with in 2 months of operation.


    • Ensure customer satisfaction: Mobile concrete Training facility introduced.


    • Market Expansion through dedicated plants: 1captive plant started & successfully running.


    • Ensuring legal compliances: All legal compliances are met.


    Major Challenges:


    Creating differentiation in product & services to enhance brand premium.



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                               Page 73
    Manager’s COMME TS –


    • Sales target impacted due to 18 days strike, otherwise would have achieved.
    • BLK project plant, a good initiative.
    • Cr control has significantly improved but still more needs to be done & focused into.
    • New products to be pushed & new plants have been well established.




    Section 5- VALUES
    Values
    Commitment
    Passion
    Seamlessness
    Speed




    Section 6- EMPLOYEE COMME TS




    Section 7- Training eeds




    Section 8- Career Aspiration

      A       EXURE-2




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 74
IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)   Page 75
   A        EXURE- 3




    EMPLOYEE REFERRAL APPLICATIO FORM
    (RMC DIVISIO )




    E Code No:
    Employee Name:
    Department:
    Location:
    Contact Details:




    Position Referred For:                                                Location:


    Referred Candidate’s Name:


     I hereby declare that I know the above candidate personally/professionally and he is willing to
    join RMC business of ABG if found suitable and offer given to him as per his satisfaction.


    Signature of the Employee                                     Signature of HR
    Date:




IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                                  Page 76
    Annexure- 4
   TRA SFER REQUEST FORM

        AME OF TRA SFEREE

       POSITIO

       DESIG ATIO / JOB BA D

       EMPLOYEE CODE

       PRESE T LOCATIO

       PRESE T DEPARTME T

       PRESE T SUPERIOR
          ( AME & POSITIO )

       FU CTIO AL HEAD




       LOCATIO O TRA SFER

        EW POSITIO

        EW DEPARTME T

       DATE OF TRA SFER

        EW SUPERIOR ( AME &
         POSITIO )

        EW FU CTIO AL HEAD

        EW ZO E
       Zonal / Functional Head        Zonal / Functional Head (Transferee)
          (Transferor)



IBSAR Navi Mumbai (satishpgoyal@yahoo.co.in)                                 Page 77