Project report at IPM for CCHRM Course

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 Project report at IPM for CCHRM Course

IPM HR Projects 

Human Resources Projects in Sri Lanka

Course   : Certificate Course in Human Resource Management

Institute : Institute of Personnel Management Sri Lanka

Author   : K.K.T Madhusanka

Marks    : Found 16/20

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RECRUITMENT & SELECTION PROCEDURE OF THE XYZ

 COMPANY

A Project Report

Prepared By

K.K.T Madhusanka

CCHRM/2015/NG/02/24

Course: Certificate Course in Human Resources Management

December, 2015

INSTITUTE OF PERSONNEL MANAGEMENT SRI LANKA (INC.)

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Contains	Page
1. Acknowledgment	2
2. Executive Summary	3
3. Background of the Organization	4
4. Objectives of the Organization	5-6
5. Products of XYZ Company	7-8
6. Market Segmentation of XYZ Company	9-12
7. Organizational Structure	13
8. Objective Of study	14
9. Review of literature	15
10. Methodology	16
11. Introduction methodology of recruitment	17
12. Internal recruitment methods in XYZ Company	18-19
13. External Recruitment Methods in XYZ Company	20-21
14. Recruitment Methodology & Analysis	22-25
15. Introduction methodology of selection	26-28
16. Selection Methodology & Analysis	29-31
17. Findings	32
18. Appendix I - Survey Questionnaire	33-34
19. Appendix II - Additional Data	35
20. List of References	36

Additional Details	Number
List of Illustrations	12
List of Tables	09

Acknowledgment

This IPM project is very important to enhance practical knowledge regarding our class room learnt theories. I firstly thanks to IPM organization for giving me this valuable opportunity.

To achieve this project I selected an organization on my personal choice. But I cannot publish Organization’s name. The management told me to change company name for their security. I will rename it as XYZ for future descriptions. XYZ Company is a BOI approved factory. It commonly produces knitwear, and export to European countries. I will explain more details under the background of organization.

When I was collecting information, factory HR manager Mr. Kusal Edirisinghe helped me very much. He told me any details without hiding. And also personal staff also very helped. And also I talked any questions and collected information from normal employees.

Here I hope to do my project as recruitment and selection process of XYZ Company.

Executive Summary

Today we know every organization need to recruit well trained and good experienced people to perform their activities. XYZ company also same organization. The organization has very high competition with job market. But XYZ offer higher facilities and higher benefits for employees. These are may be financial incentives and nonfinancial incentives. However XYZ not recruit less educated or less experienced people for vacancies. XYZ has decided qualifications each job vacancies. And also XYZ Company makes performance report each employee and every year they process it. As a result of this process. Some employees can be obtained promotions. And also when we are talking about recruitment new candidate can apply selected post his own using job offer interviews and selection tests here. I will explain that information point by point.

Background of the Organization

When we discuss XYZ Knitwear Company we can’t forget company history. Because it has good history in the apparel industry.XYZ fashion knitwear (PVT) Ltd was started in 19xx, and it was one of the earliest foreign investment projects launched after Sri Lanka commenced a program of economic liberalization. The company`s expertise dates back to 18xx when the XYZ family, the ancestors of the XYZ family started producing knitted gloves and socks in xxx, which is located near the town of xxx in the state of xxx, Germany. With manufacturing costs continuing to rise in Europe a decision was taken to relocate production to Asia. (These some information were taken their official website, Cannot publish).

The XYZ Company now has been come to a big growth, and it has three factories in the Sri Lanka. They are located xxx(main), Pallekalle and punai. Main operations done by xxx head factory. Company has new technical machines and equipments such as STALL German ,Shima seki, MATEC, Colosio, Santhoni machines. There are about 2000 employees working here. XYZ is human efficiency based good factory. There are low labour turnover, high productivity, highest welfare and has good and responsible management team. Highest welfare and has good and responsible management team.

Objectives of the Organization

The company has main objective that is to export high quality knitted products to the European market. They always think about customer safely. Therefore XYZ has taken award echo tex 100. It means that knitted garments are very suitable even children. They produce garment for two seasons these are winter season and summer season. For winter season they use acrylic, wool yarn based product. It is very suitable for cold climate. Cotton yarn based products are used for summer season. XYZ Company produces garment for European agents such as reima, stantaller, Janus Fabbricen. Finally I can tell you company’s main objective is quality and customer satisfaction. Company not always thinks about sales. I think company not always think about profit. I think I can show you their vision and mission.

Vision

To establish XYZ internationally as a brand that represents first class manufacturing operations.

I can simply explain you XYZ Company has good manufacturing process. It always processable and always all units are function able. I will give you short idea about manufacturing operation using a suitable diagram.

 

Mission

To be the supplier of first choice for knitted and seven garment accessories.

As we already know that is true with my above introduction and description. XYZ is not only finished items they are produced garment accessories also, and they are may be knitted or nonwoven.

Not only has that XYZ Company got sub orders also. They produce and cover sub orders and they have extra machine for knitting, cutting and sewing operation. You know conventional company. It has sample department and fashion designers and they innovate new designs after produced the send that to selected buyers. After buyer approval they launch their (Company) manufacturing operations.

Products of XYZ Company

As we already know XYZ’s products. These are knitted garments. There are varieties of designs added to make knitted fabrics. These knitting structures are plain knit, all knit, Jacquards, Rib types and cardigan ribs.

After designing structured by computer aided software, and mechanic insert it to knitting machine (example CMS 822). After fabric can be taken by the machine. But not suitable for cutting process because it is tend to fray. Therefore it turns to steaming. After steaming fabric get appearance smoothly it is reduce fraying. In the cutting process. Cutting operator cut pieces according the cutting process. Cutting operator cut pieces according to the given black pattern. After cutting process fabric turn to sewing process. Sewing operator make stitches, sometime attach and accessories such as

Button

Loops

Labels

Knitted button

Cord loops, loops

Fabric Loops

Logo, brand names

and sew garment. Finally finishing grading and packing operations process separately you must know each operation have quality inspection. It is launched by quality assurance department to enhance quality and good productivity. And also it reduces wastage and it is good investment. However finally can be seen variety products of XYZ Company. These are may be summer or winter articles. Sometimes foreign customers visit to see their production and quality operation that are very attractive. Buyer sometimes talks with every normal worker category employees. Employees give suitable description about their operation using employee’s specialized knowledge. Finally we can give list output variety of items using a suitable table as given below.

Name	Types
Cap	Fully fashioned, Snow hood, Folded
Scarf	Small, Large, End cut or not cut with lining
Head band	Cut ,Not cut, Folded, Linking
Gloves	Hunting ,Normal winter
Special suits	Babies pants, women pants

Market Segmentation of XYZ Company

As a HR person we must understand even market and market segmentation. It is very helpful to conduct and enhance our HR and other management knowledge.

What is market?

“It can be described as a place where exchange of goods takes place.”

XYZ also already researched behavior of European market through their agents. Prize, demand, quality, name, fashion, and etc.

And also XYZ Company also referred to produce goods and services aimed marketing segmentation. Following segmentation is focused and we can distribute them as a point by point.

Demographic Segmentation

Geography Segmentation

Psychographic Segmentation

Segmentation by product

These company selected segmentation can be described as followings. After reading these whole descriptions you will be able to understand how garment items affecting and using under variety of segmentation.

Demographic Segmentation

Demographic segmentation types can be grouped under the XYZ information system as Age, gender, married stuts or not, Occupation, education, income, and religion I can give you few examples 

          Age     - Children wears                                 

                      -  Teen (Kids) wears                           

          Gender            -           Male wears     

                                              Female Wear                          

          Marital             -           Marriages

          Status                          Unnmarriages              But rarely produced

          Occupation      -           Business wears

                                              Formal Wears

                                              Casual wears

          Religion           -           Catholic wears

                                              Muslim wears              Example

                                                                                              Some articles

                                                                                              produce with

                                                                                              or without

                                                                                              purdh even

                                                                                              summer

and also some catholic cross icons added in to knitted garment

Geographic Segmentation

In geographic segmentation XYZ Company recognized major points, and they are climate, towns, villages etc. These points are very carefully studied because customer satisfaction is very different from place to place. XYZ agents give relevant information and extra knowledge. After that information insert to make decisions and major operation and manufacturing process. Finally I can give you suitable example for geographic segmentation recognized by XYZ Company. Let us see following examples and try to understand what I said.

Climate - Cool condition     

Snow hood caps

Winter jackets

-  Hot condition

Summer Caps

Light weight wears (e.g.:- Skirts)

Village -   rural

Normal Casual Wears

Low cost cloths                   

   

Psychographic segmentation

When we a considering psychographic segmentation how analyzed by XYZ Company we can further described as following.

Apparel market can divide according to the personally, life style and group of people. They are based on interests, Opinions and activities in lieu of demographics, they are segment of outdoor hobbyists, and outdoor programs or magazines. When we are considering XYZ Company we can divide garment as

Outdoor welfare programs

Outdoor campaigns uniforms

Sports club cloths

Social clubs uniforms

Segmentation by product attributes

XYZ Company completely identified segmentation by product attributes as

Users

Non users

This information is very important for forecast knitting. As an example Reima buy 34249A snow hood cap every December since 1982. So company produces every November extra snow hood caps for Reima.

Organizational Structure

XYZ company head factory is located in xxx Sri Lanka. It is very large organization and also there are about 2000 workers doing job here. XYZ Company has higher performance management team. There are seven general manages /directors control these three factories of Sri Lanka. However as a summery I can list out them as following division.

HR Department

Commercial Department

Production Department

Marketing & Merchandising Department

Quality Assurance Department

Admin Department

Now we know XYZ Company has variety of departments and these departments have interpersonal relationships. It is very helpful to enhance efficiency and productivity of the Organization. The given below diagram very helpful to understand about structure of XYZ organization.

Objective Of study

To identify history of organization.

To identify structure of organization.

To identify main process of organization.

To identify recruitment & selection process of organization.

To analyze recruitment & selection methods & methodology.

To understand company rules.

Review of literature

XYZ has long history and it has advanced process. I’m not going to discuss history of garments and above described topics again. I think that written information are enough. My focused goal is to identify and analysis recruitment selection process of XYZ Company. There are variety ways of recruitment of the organization I will discuss that topics under the analysis process Today we know labour market has a big competition each other factories. And also multi skill persons are employing various factories. XYZ Company also needs to fill their vacancies from using qualified person. I think I remember I learned under the unit of recruitment in the classroom recruitment defined by teacher as the process of attracting and qualified candidates hired for the job vacancy and he told us under selection should hired suitable person, not after. And XYZ company also very carefully for recruitment and selection process. Under next step I will explain you how they are processed. Finally I can tell you and can explain human resource department has high performance and highly contribute to the recruitment and selection process.

Methodology

You know every factory have large or small labour turnover. Some employees resign for various reasons. Therefore occur vacancies in organization XYZ Company can be identified as a low labour turnover in organization. However sometimes occur vacancies by differences of the organization some production or other managers required new employees to conduct their work. But HR department does not give employees directly. HR officer study about given department or section after he/she gives a report HR head he analyze it well and refer to human resources manager. After HR manager decide needed number of employees and the call vacancies. There are variety methods they used. In next page I will explain you what are the recruitment and selection methods used by XYZ Company.

Data collection

            Primary data               

I collected primary data through distributing questionnaires to managers and normal employees.

                                                             

            Secondary data          

I collected from their official website and other relevant books & websites.

                                                                                     

Introduction methodology of recruitment

When I study XYZ Company I found two basic types of recruitment. The found types can be shown as a table.

Internal	External
Notice Boards	Magazines, Newspapers
Intranet	Internet, Radio & TV
Transfers	Job Agencies
Promotions	Job Fair
HRIS	Educational Institutes

These above methods have more advantages and disadvantages. And also XYZ company management & director board have full power to take decisions. After director board decision company publish their advertisement or notice about job vacancies. Not only that company publishes required educational qualifications, professional qualifications, working experience and any other qualifications with that published advertisement. Next step I can explain you recruitment methodology under internal & external methods.

Internal recruitment methods in XYZ Company

Notice Boards

XYZ Company publishes some job vacancy notices in the notice board. It is a cost effective method. It has two major benefits. First one is some employee can request if he qualified. Second benefit is employee can introduce suitable person for this vacancy. It is known as buddy find buddy system. However this is not suitable for when attract new person. It always gives internal result only. XYZ Company has two main notice boards. First one is located near the canteen. Next is located in the human resources department

Intranet

Before discuss process of intranet I like to explain you about intranet basically. Intranet is a connection type of business to employee (B to E). In XYZ company employee can login to company network system using employees E.P.F number. After employee can get different information such as new vacancies. This method is very important because employee can read all above vacancy data using their sectional computer. But this is also limited method. The main reason is some employees can’t use computers and network according to the lack of knowledge.

Transfer

Sometime management decides to rotate some employees to another job, another section or another branch. Sometime it can be processed as a promotion. Sometime it may be personal request of employee. Sometime it may be punishment. However employees transfer can be considered as recruitment method. Main reason is sometime change the post characteristics of employee. Some vacancies should have higher performance. During attracting new person, service will be broken. To solve this matter they use transfer methods and promotion methods. E.g.: Sewing Mechanic

Promotions

Promotion is another type of transfer. I discussed under the transfer topic about this. XYZ Company finds out employees performance every year. And also give promotions to high performance employees. This method is cost effective method.

Human Resource Information System

XYZ company has a java based information system, and it was established in year 2000.This system contain add, search, update, delete, storing & analyzing records. It is very helpful when company is conducting transfer and promotion process

External Recruitment Methods in XYZ Company

Magazines\Newspapers

In the external recruitment process XYZ Company hope to send message of vacancy to island wide population. Magazine or newspaper is good and suitable for this process. XYZ Company commonly focuses on English newspapers in Sri Lanka.

Radio, TV & Internet

XYZ Company also used radio or television advertisements for quick response. It means if need worker for specific or vital vacancies. But these advertisements are expensive methods. Today XYZ turned to publish their vacancies through internet. Main example is they publish vacancies on the topjobs.lk website. But this method has some limitations. They are lack of knowledge people about internet browsing, and they can’t read these vacancies.

Job Agencies

XYZ Company also turns to job agencies for some vacancies. Main reason is difficult to find well experienced and high qualified persons through conventional other methods. HR manager said me they always keep connections with recognized job agencies, and can be taken high qualified candidates in to the organization.

Job Fair

Other above discussed methods are expensive. But job fair save lot of company costs. Some period apparel associations launch various job fair programs to attract new person to organization. XYZ Company also has joined to these associations. They also provide these facilities for job fair and job offer. Someone can define this process as open interview. In this method company collect details, and sometimes launch on time interview.

Educational Institutes

XYZ Company has started to connect with universities, IT institutes, technical institutes etc. The main reason is technical or educational institutes provide qualified persons. And also candidates know about educational and practical works. It always save training cost and enhances productivity of Organization.XYZ Company well accepted following institute launched courses for relevant vacancies.

Name of Vacancy	Required Qualification
Line Mechanic	Diploma(German Tec)
Marketing Officer	Diploma(SLIM)
IT Officer	HND(Esoft)
HR Officer	PQHRM(IPM),ADV.Dip(NIBM)

Recruitment Methodology & Analysis

Above I considered all information was taken from HR department. Here I hope to explain my collected information from employees.

First I collected information 10 quality assistants of knitting department.

Name	Internal Recruitment	External Recruitment
H.A Sandakalum		Newspaper
A.S Silva	Notice Board (Buddy find Buddy)
UVL Kmara		Internet
M.K Natan		Internet
N.G.P Nalaka	Transfer (From Pallekale)
M.G Nalinnda		Internet
Rasheed Marikar	Promotion (But Early Post by Newspaper)
S.B Himashi	Notice Board
U.V Alwis		Internet
K.T Harshana		Internet

We can analyze above data as given below chart

Next I collected information 10 machine operators in sewing department.

Name	Internal Recruitment	External Recruitment
S.M madhusani		Newspaper
SN Sawithri	HRIS
Kancana Kumari		Newspaper
Susila Fernando		Job Fair
S.P.G Kalpani		Newspaper
K.K Madushika		Internet
S.K Weerasuriya	Notice Board
S.B Sandamali	Notice Board
W.D Senanayake		Job Fair
Anula Thushari		Newspaper

We can analyze above data as given below chart

However above data depend on my choice it means that information depends on probability. Next I hope to analyze taken correct details from HR department.

This chart will show you evolution of recruitment process of XYZ Company. They have increased employee recruitment. But in 2014 there are major gap between applied candidates and recruited candidates. HR manager told me short description regarding this matter. The main reason was lacks of qualified candidates were rejected by XYZ Company through recruitment process. And also XYZ Company calculates any techniques.

E.G.: Cost of Recruitment (Per Employee Hired) 

(SC /H) = (AC + AF + RB + NC)/H

SC=Source cost

AC=Advertising cost, Total monthly expenditure

AF=Agency fees (Total for the month)

RB=Referral bonuses, Total paid

NC=No-cost hires, walk-ins, nonprofit agencies, etc

H =Total hires

(This information may be changed on situation.)

Introduction methodology of selection

As we already know recruitment and selection process are very important. After recruitment next XYZ Company turns to selection process. This selection process is not an easy method. It is very difficult to launch. But they are not select undesirable person for vacancies. And also should be rejected undesirable candidates during selection Process.XYZ Company also very careful when selection is processing. Mainly can be identified these major points in the selection process.

Application arrangement and listing

Employment tests

Reference checking

Medical checkup

Final selection

XYZ Company usually conducts structured interviews. It is very conventional method. But sometimes management decisions may be changed. However I like to describe all these information one by one. I think having studied these information you will be able to understand process of selection tests in the XYZ organization.

Application arrangement and listing

In the first step of selection process HR officer arrange that received application as a planned lists such as

• Received date
• Applied post
• Qualifications

This process is very helpful to launch and process to next and further steps.

 Employment tests

After arrangement of applications, company starts next operation it is employment test. XYZ Company carefully study following test for each candidate.

• Intelligence tests
• Aptitude tests
• Motor and physical abilities
• Situational tests
• Polygraph tests

These above tests are very helpful to choose correct person to the correct vacancy.XYZ company highly motivated to process employment test.

Reference checking

XYZ Company needs to confirm candidate details and additional information about candidates through reference checking. Basic method that used by XYZ company is non related referees. Company required information about non related referees such as their phone number.

Medical checkup

Medical checkup is main element process of selection in XYZ Company. This process controlled by company doctor. After reference and other above test, next HR officer refer candidate to doctor. After doctor asks some questions and check these candidates.XYZ company launches following module of medical checkup using company doctor.

• Complete physical examination
• Laboratory Investigation (Blood checking)
• Optional tests

XYZ Company hopes to reduce hazards and enhance health of employee through this medical process.

Final selection

After long process company decide to sign contract of employment with employee. After final selection some candidates are turned to induction process for given sections or units. And also company has rules and regulations. Therefore XYZ Company issue instruction book for new employees. It is very helpful to study about XYZ Company. Factory gives instructions after final selection to employee for various points, and they are

• Should not disturb to any other employee for their works.
• Must be accepted any management decisions.
• Not allowed to sleep when employee covering their shift (Specially night shift).
• Should not carry company products to out when employee off his/her shift.
• Not allowed to carry unauthorized objects in to factory.
• Should be used cutlery when takes meals, and not allowed to take meals inside factory (employees must take meals only inside canteen) and etc.

Selection Methodology & Analysis

Here I gathered information using 10 employees in the cutting department.

Name	Employment Test	Reference Checking	Medical Checkup	Final Selection
A.S.P Perera	Yes	Yes	Yes	Yes
R. Fernando	Yes	No	Yes	Yes
S. Rathnayake	Yes	No	Yes	Yes
C.S Kumara	Yes	No	Yes	Yes
S.P.T Fernando	Yes	No	Yes	Yes
M.S Rajapaksha	Yes	Yes	Yes	Yes
N. Iroshini	Yes	Yes	Yes	Yes
A.S Weerasinghe	No	Yes	Yes	Yes
C.D Pathiraja	Yes	No	Yes	Yes
C.F Nafeeld	Yes	Yes	Yes	Yes

We can analyze above data as given below chart

Now we refer to HR department data for several selected vacancies that they launched

Post ( In 2015 )	Interview	Selected	Percentage
Assistant Production Manager	22	01	4.54%
Assistant Executive Officer	12	04	33.33%
Assistant Quality Controller	314	26	8.28%
Line Mechanic	01	01	100%
Production Assistant	12	03	25%
Machine Operator	08	06	75%
Total	369	41

 

Finally we can analyze total as a percentage = (Selected/Interview)*100%

                                            = (41/369)*100%

                                            = 11.11%

We will see this process through the pie chart.

Someone can tell this is not good percentage. I also asked that from HR manager, and he said me the most of candidates don’t have even enough qualifications. I think candidates should be enhanced their qualifications correctly. Finally I can tell this methodology and analysis were well distributed one.

Findings

In the XYZ company most of the employees feel and said me that’s the company human resource is very good. About 60% of managers say that they like both internal and external sources and methods for recruitment and selection. About 52% of the managers turn to direct and conventional recruitment and selection. And also less number of managers like and turned to indirect or third party. XYZ turn to universities or campus interviews and also casual application that are commonly received for recruitment. And also company highly turns to job offer interviews. Management told me that method is very practical and suitable method. Not only have that 30% preferred to conduct telephonic interviews.

Appendix I

Survey Questionnaire

1. What is the year XYZ fashion knitwear (PVT) Ltd was started in Sri Lanka?

(1) 1978

(2) 1980

(3) 1870

(4) 1990

2. What was the XYZ Company obtained award (certificate) to export children’s wear?

(1) Echotex20

(2) Echotex100

(3) ISO9001

(4) SLS2300

3. What are the correct knitting products they design?

(1) Caps, Head band, Gloves

(2) Under garment, Gloves, Caps

(3) Ear protection, Hanky, Caps

(4) Not All Above

4. What are the elements we discussed under the Geographic Segmentation?

(1) Climate, Towns, Villages

(2) Climate, Towns, Sport clubs

(3) Users, Non-Users, Villages

(4) Age, Gender, Occupation

5. What are the elements we discussed under the Internal Recruitment Methods?

(1) Notice boards, HRIS, Intranet, Promotions, Transfers

(2) Notice boards, HRIS, Intranet, Job fair, Transfers

(3) Job agencies, HRIS, Intranet, Promotions, Radio and TV

(4) Notice boards, HRIS, Intranet, Newspapers, Transfers

6. What are the sub topics we discussed under the Employment test?

(1) Intelligence, Aptitudes, Motor and physical

(2) Situational, Written, Capacity

(3) Situational, Written, Motor and physical

(4) Not All Above

7. How many machine operators were taken to gather information in sewing department?

(1) 19

(2) 11

(3) 10

(4) 20

8. What are the elements of formula cost recruitment?

(1) SC, AC, AF, RB, NC, H

(2) SC, CC, AF, RB, NC, H

(3) SC, AC, AM, RB, NC, H

(4) SC, AC, AF, RG, NC, H

9. What was not discussed under the major points in the selection process?

(1) Employment tests

(2) Reference checking

(3) Capacity checking

(4) Final selection

10. What was the percentage of selection analysis in 2015?

(1) 19.32%

(2) 12.38%

(3) 11.11%

(4) 23.97%

11. What was the percentage that employees said company HR was very good?

(1) 52%

(2) 60%

(3) 73%

(4) 29%

Appendix II

Additional Data

XYZ Company has high performance HR department and team. Their main target is supply employees to lack area and reduce labour turnover well. And also human resources department launch and conduct performance appraisals, job evaluation, training and development programs and etc. HR department keep formal human resource information system with IT department. And also department has developed intranet system in the XYZ Company. Sometimes for some researches department use quantitative techniques and statistical calculations for their reference propose. And also HR department can calculate requirements for future vacancies. And also to solve employees problem they have started grievances handling and counseling unit. So employee can solve relevant problems through this unit.

List of References

• Books

CCHRM self study pack

• Websites

http://www.reima.com/fi

http://www.janus.no/no/

http://www.sterntaler.lt/

Warning !

Do not direct copy from this project. This project was uploaded to enhance your HR knowledge.I think this project may be very helpful to understand procedure of CCHRM assignment.

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