IPM CCHRM Project
IPM CCHRM Project Free Download
CIPM CCHRM Project
Course : Certificate Course in Human Resource Management
Institute : Institute of Personnel Management Sri Lanka
Author : K.K.T Madhusanka
Marks : Found 16/20
***************************************************
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.)
***************************************************
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
|
|
12
|
|
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
|
|
Fully
fashioned, Snow hood, Folded
|
|
Small,
Large, End cut or not cut with lining
|
|
Cut
,Not cut, Folded, Linking
|
|
Hunting
,Normal winter
|
|
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
|
|
|
|
|
|
|
|
|
|
|
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
|
|
|
|
|
|
|
|
|
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
|
|
Newspaper
|
|
|
Notice
Board (Buddy find Buddy)
|
|
|
Internet
|
|
|
Internet
|
|
|
Transfer
(From Pallekale)
|
|
|
Internet
|
|
|
Promotion
(But Early Post by Newspaper)
|
|
|
Notice
Board
|
|
|
Internet
|
|
|
Internet
|
Name
|
Internal
Recruitment
|
External
Recruitment
|
|
Newspaper
|
|
|
HRIS
|
|
|
Newspaper
|
|
|
Job
Fair
|
|
|
Newspaper
|
|
|
Internet
|
|
|
Notice
Board
|
|
|
Notice
Board
|
|
|
Job
Fair
|
|
|
Newspaper
|
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
|
|
Yes
|
Yes
|
Yes
|
Yes
|
|
Yes
|
No
|
Yes
|
Yes
|
|
Yes
|
No
|
Yes
|
Yes
|
|
Yes
|
No
|
Yes
|
Yes
|
|
Yes
|
No
|
Yes
|
Yes
|
|
Yes
|
Yes
|
Yes
|
Yes
|
|
Yes
|
Yes
|
Yes
|
Yes
|
|
No
|
Yes
|
Yes
|
Yes
|
|
Yes
|
No
|
Yes
|
Yes
|
|
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
|
|
22
|
01
|
4.54%
|
|
12
|
04
|
33.33%
|
|
314
|
26
|
8.28%
|
|
01
|
01
|
100%
|
|
12
|
03
|
25%
|
|
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
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View My Full CCHRM Project Report
I think following web links will help you when you are searching more details about CCHRM project and common procedure/ structure of HR assignments.
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