A REPORT

On
“Recruitment & Selection Process”

By
Deepika Patidar
MBA IV semester
Banasthali University

Engineerbabu IT Services Private Limited

Submitted To:
Ankan Mahant
HR Manager
Indore (M.P.)

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2|Page
 Acknowledgement
The successful accomplishment of this project work is the outcome of the contribution of
number of people, especially those who have given the time and effort to share their thoughts
and suggestions to improve the report.

I would like to express my appreciation to my HR Manager Miss Ankan and Director of the
company Miss Aditi Chaurasia for providing me all the guidance and support that I needed
mostly. This was really a good way of learning and I really appreciate their efforts towards
giving me proper line directions.

I would like to thank, faculty of Banasthali University for rendering their valuable time and
providing me with information that was very much needed in order to successful completion
of this report.

Finally, my sincere gratitude goes to my family and friends for supporting me, sharing their
thoughts and giving me the moral support during the preparation of this report.

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 Table of Contents

[Link] Content [Link].

1.
2.
3.
4.
5.
6.

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 Abstract

This is internship report based on the three months period internship program that I had
successfully completed in Engineerbabu It Services Private Limited under Human
Resource Division from 20.01.2017 to 20.04.2016 as a requirement of my MBA program on
Banasthali University. The Engineerbabu It Services Private Limited is a software
development and consultancy organization which provide services related to IT.

The objective of the report is to identify how theories and concepts are discussed in my
educational program can be practiced in the aspect of recruitment and selection process at a
service organization.

As usual, primary data and secondary data were used to prepare this report. Primary data
came from my day to day observation and interviewing employees. Secondary data was
collected by Organization employee hand book, website, and relevant books.

This report tried to look on how and why recruitment and selection process have done. This
report also shows my observation on recruitment and selection process. This report provides
some recommendation which may help to improve their process.

Finally, the report allows focusing on theories and concepts used in Engineerbabu It
Services Private Limited to relate with academic purpose.

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 List of Content

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 CHAPTER I
Introduction

Historical Development of Recruitment & Selection

In the earliest stages of an intervention, recruitment decisions often get made on the basis of
who is standing in the right place at the right time with the right look on his/her face. As the
situation matures, we have to think more carefully about picking the right people for longer
longer-
term roles including middle and senior management. Th Thee integrity of the recruitment and
selection process helps to ensure sustainability by building a strong and balanced team,
demonstrating the Organization
Organization‟s‟s neutrality, promoting its good name and serving as an
example for partners. Youmay find that one of the first roles you need to fulfill is a HR
administrator to help achieve these goals.

Here are the major stages in this cycle:

1. Defining the Requirement

Decide what vacancy you have. If you need to fill a new role quickly you might find it
helpful to adapt one of the models provided here:

Task analysis:: Draw up a detailed list of tasks that the person will have to do. This helps in
determining the qualities and qualifications genuinely required for the job.

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Job description: produce an outline of the broad responsibilities (rather than detailed tasks)
involved in the job.

Person specification: decide what skills, experience, qualifications and attributes someone
will need to do the job as defined in the task analysis and job description.

2. Attracting applications
Your file of previous applicants can be a good place to start.

Advertising: phrase your announcement in a way that makes clear what the job involves and
the type of person needed. Avoid any stipulations, which could be seen as discriminatory e.g.
applying an age restriction, which is not necessary. You can display a notice internally and/or
at your gate, in the local newspaper or with a message on the local radio station.

Application Form: A well-designed form can elicit information about the person's ability and
willingness to do the job. Do not ask for irrelevant information. Make it clear on the form that
applicants should consider the points in the job description and person description when
applying. Allow enough space on the form for applicants' answers, and indicate whether
continuation sheets can be used. State clearly on the form the closing date for applications.
For senior positions a supporting letter or CV may also be required; if this is the case indicate
the kind of information sought.

Background information: Provide applicants with clear, up-to-date and accurate information
about the organization, its work, its priorities and the job. Clearly indicate the closing date for
applications and the short listing and interview dates.

3. Selection
Select your candidate. Be objective and unbiased. Choose the person who best fits your
person specification.

Short listing: assess applications on the basis of the person specification (standard forms can
be very helpful at this stage). Guard against bias and discrimination - ensure that you select
for interview those who match the specifications, regardless of age, sex, race etc, and that the
specifications are not themselves discriminatory.

Interviews: Interview your short-listed candidates. Remember that your job is not only to
assess the best candidate for the job, but also to create a great impression of your
organization. The amount and quality of the information that you establish will be largely due
to the effectiveness of your questions. Use open questions (e.g. tell me about...how you...why
did you...talk me through... are do) and probe from the general to the specific. Avoid any
questions, which could be considered discriminatory eg: asking only female candidates who
looks after their young children. If you think such a question is relevant - ask it of all
candidates who have children.

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4. Candidate assessments: The interview will provide you with some information but check it
out before offering a job. Ways in which you could do this include:

 Ask the candidate to show you examples of previous work, do a presentation, a case
study, some tests or full assessment. Tests can be done before the interview or after
the interview. It depends on the number of candidates being interviewed and the type
of job.

 Taking up references: You must have the specific permission of the applicant to do
so, particularly if you wish to contact their current employer. If you need them
quickly, try phoning.

5. Making a Job Offer

If you think you have found the right candidate, it‟s time to make the job-offer. For your
successful candidate:

 Prepare and send the appropriate documentation

 Make up the employee's personnel file; and

 Arrange the induction plan.

6. Induction

Help your new recruit to settle in quickly and become productive as soon as possible.

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 OBJECTIVES

1. To make a study on the most preferably used recruitment source in the companies.
(internal/external) whether is it in case of junior, middle or senior level.

2. To understand the recruitment strategies followed by the companies.

3. To identify the types of interviews conducted by the companies.

4. To take into consideration the different types of competency based practices conducted by
the companies.

5. To understand the steps of recruitment procedure followed by the companies.

6. To study the importance of the factors that influences the recruitment policy.

7. To analyze the challenges the countered by the HR of the companies.

8. To make a study on the crucial factors responsible for the selection process.

9. To assess the conditions responsible for making the selection procedure successful.

10. To know the steps of the selection process followed by the companies.

11. To know whether induction is carried on by the companies.

12. To assess the importance of both recruitment & selection in HRM.

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 1. Origin of the report:

The Internship report is prepared for making a study on “Recruitment and Selection
Process at Engineerbabu It Services Private Limited. It is required to perform
internship project for completing of MBA program at Banasthali University.

1.1 Aim and objective of the report:

The major aim of the report is to recognize and identify how theories and concepts
discussed in the MBA program can be applied in the aspect of Recruitment and
Selection process at an organization.

The objectives of the report is

 Describe the organization and explain the scope of work in recruitment and selection
Process.
 To experience different recruitment and selection activities which are followed by
The Engineerbabu It Services Private Limited
 . Recognize and identify how theories and concepts that covered in BBA program are
applied in recruitment and selection process.
 Propose suggestions and recommendations for the practitioners the can help
management further to apply best practices in human resource management in the
organization.

1.2 Methodology

The report is prepared based on using primary and secondary data resources. Primary
data was collected by observing organization’s recruitment and selection process,
interviewing employees while working as intern in Human Resource Division at
Engineerbabu It Services Private Limited. The duration of internship was 20th January
2017 to 20th March 2017 .

Secondary data was collected by Organization employee hand book, website, and relevant
books.

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 1.3 Limitation

The major limitations that I faced during my internship period and preparation of this
report are as follows:
1. Employees are not allowed to provide sensitive and depth information.
2. The main constraint of the study was insufficient access to information which has
significantly disturbed the scope of the analysis that is required for the study.
3. As the employees were busy with their own duty, they could give me little time for
consultation.
4. Time restriction is another important for limitation of study.
5. Published information is not up to date.

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 CHAPTER II
Profile of the Organisation

EngineerBabu IT Services Pvt. Ltd. provides IT services. The company offers Web
development, mobile application development, Web design, logo/banner/poster design, and
digital marketing services. It serves customers in India and internationally. The company was
founded in 2014 and is based in Indore, India.

Engineerbabu It Services Private Limited's Corporate Identification Number is (CIN)

U72200MP2014PTC032910 and its registration number is [Link] Email address is
accounts@[Link] and its registered address is 616, SHEKHAR CENTRAL, PALASIA
CHOURAHA, Indore (M.P.) - 452001.

Company’s goal
The EngineerBabu IT Services Pvt. Ltd. is committed to maintain state of the software
development for ensuring best quality products to the customers. The company is devoted to
increase sale growth, increase productivity, and improve company image and customer
satisfaction and ensuring continuous improvement.

Role of HR Division
HR division handles the process and procedure about employees. Through this division, it
gathers appropriate employees, trains them to adjust with employees and puts them into right
places. It also handles legal aspects of employees about Engineerbabu It Services Private
Limited.

Board of Directors:
1. Mr. Mayank Pratap Singh (Managing Director)
2. Miss Aditi Chaurasia (Managing Director)

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 CHAPTER III
Literature Review

Article Method: EFFECTIVE RECURITMENT BY REFRENCE CHECK METHOD

SOURCE:[Link]

Checking candidates' information via reference is an essential step in a recruitment process.

However, many companies do not pay much attention to such an important thing.

You just pass a half way in a recruitment process when you have found candidates who meet
the job requirements. You need to avoid any terrible mistakes. You should check candidates'
information like achievements, behaviour in their previous companies. Imagine that you are
going to buy a new car. It is similar when you plan to buy a luxurious car. Surely, you will
carefully check in order to assure that you pay money for a worthy product.

Generally speaking, reference check is a simple step that does not take you so much time but
can help you save money (what will happen if you select the wrong person?). Reference
check can help you take some more information that is not mentioned in the candidates'
applications or interviews.

Information that needs checking is:

• Candidates' behaviour/ habits that can badly affect your department or company's activities.
• Achievements which candidates mention to be theirs but in fact, those achievements belong
to the whole team. Awfully, some candidates make up such achievements.
•. Reasons why candidates do not work for the previous companies.
• Candidates' salary in their previous companies.
• Relationship among candidates and their colleagues or managers.

You can easily check such information by calling referees. Or a more effective way is that
you should find out about the people who have worked in team with the candidates.
Certainly, such co-workers are not in the list of referees of candidates.

Obviously, the more important the position is, the more carefully you have to check the
reference. In any circumstances, you should highly appreciate and focus on the reference
check. By 2-3 minute calls, it is quite difficult to know much about candidates' achievements
or problems. So you should spend at least 20 minutes for the call plan: list the questions you
will ask referees about candidates.

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You can use the following questions to ask referees:
1. How long have you worked with him? What is his ability?
2. What are the main strengths and weaknesses of him?
3. What do you think in general about his competence and what are his main achievements?
4. Could you please tell me the relationship between him and his managers, inferior or
colleagues?
5. Do you know why he wants to change his job at this time?

You had better say thanks to the referees for spending time talking to you and ensure that you
will keep secret about the talks.

Sometimes, referees do not want to share negative information about candidates. Some
companies define not to provide any information about candidates while they are working for
them. If you are professional and clever when talking, referees will agree to share with you
information you need.

One more important thing is that you should talk to the most appropriate people. Talking to
candidates' direct managers, co-workers or inferior is the best way. You should notice the
time factor: the ones who know candidates at present are more suitable than the ones who
knew them 10 years ago. Normally, you just need to find information from 3 recent
companies that candidates have worked for.

One more think you must remember: candidates' past achievements are the best mirror
reflecting their future achievements.

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 CHAPTER IV
Research Methodology

4. My internship at THE ENGINEERBABU IT SERVICES

PRIVATE LIMITED

I was given the opportunity to work in Engineerbabu IT Services Private Limited for
three months . It was part of my educational program. As my major in Human
Resource Management, I Worked in Human Resource Management as an intern
where I had learnt several practices of human resource division of the organization.

Definition of Research

Research is an organized and systematic way of finding answers to questions.

SYSTEMATIC because there is a definite set of procedures and steps which you will
[Link] are certain things in the research process which are always done in order
to get the most accurate results.

ORGANIZED because there is a structure or method in going about the research. It is

a planned procedure, not a spontaneous one. It is focused and limited to a specific
scope.

FINDING ANSWERS is the end of all research. Whether it is the answer to a

hypothesis or even a simple question, research is successful when we find answers.
Sometimes the answer is no, but it is still an answer.

QUESTIONS are central to research. If there is no question, then the answer is of no

[Link] is focused on relevant, useful, and important questions. Without a
question, research has no focus, drive, or purpose.

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 THE OBJECTIVES OF RESEARCH

 To gain familiarity with a phenomenon or to achieve new insights into it –

Exploratory or Formulative Research.

 To portray accurately the characteristics of a particular individual, situation or a group

– Descriptive Research.

 To determine the frequency with which something occurs or with which it is

associated with something else – Diagnostic Research.

 To test a hypothesis of a causal relationship between variables – Hypothesis-Testing

Research.

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 CHARACTERISTICS OF RESEARCH

 Research is directed towards the solution of a problem.

 Research is based upon observable experience or empirical evidence.

 Research demands accurate observation and description.

 Research involves gathering new data from primary sources or using existing data for
a new purpose.

 Research activities are characterized by carefully designed procedures.

 Research requires expertise i.e., skill necessary to carryout investigation, search the
related literature and to understand and analyze the data gathered.

 Research is objective and logical – applying every possible test to validate the data
collected and conclusions reached.

 Research involves the quest for answers to unsolved problems.

 Research requires courage.

 Research is characterized by patient and unhurried activity.

 Research is carefully recorded and reported.

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 RESEARCH DESIGN

Research design can be thought of as the structure of research -- it is the "glue" that
holds all of the elements in a research project together. The elements of a research
design include:

 Observations or Measures: These are symbolized by an 'O' in design notation. An O

can refer to a single measure (e.g., a measure of body weight), a single instrument
with multiple items (e.g., a 10-item self-esteem scale), a complex multi-part
instrument (e.g., a survey), or a whole battery of tests or measures given out on one
occasion. If you need todistinguish among specific measures, you can use subscripts
with the O, as in O1, O2, and so on.

 Treatments or Programs: These are symbolized with an 'X' in design notations.

The X can refer to a simple intervention (e.g., a one-time surgical technique) or to a
complex hodgepodge program (e.g., an employment training program). Usually, a no-
treatment control or comparison group has no symbol for the treatment (some
researchers use X+ and X- to indicate the treatment and control respectively). As with
observations, you can use subscripts to distinguish different programs or program
variations.

 Groups: Each group in a design is given its own line in the design structure. if the
design notation has three lines, there are three groups in the design.

 Assignment to Group: Assignment to group is designated by a letter at the

beginning of each line (i.e., group) that describes how the group was assigned. The
major types of assignment are:

 R = random assignment

 N = nonequivalent groups

 C = assignment by cutoff

 Time: Time moves from left to right. Elements that are listed on the left occur
before elements that are listed on the right.

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 4.1 Description of the Job:
As I had opportunity to have three months long at THE ENGINEERBABU IT
SERVICES PRIVATE LIMITED, I have done different tasks that are conduct by
the recruitment and talent management under Human resource division. First day,
I was introduced to my supervisor, Miss Aditi Chaurasia. Then she introduced me
with other HR personnel whom I would do my work. She also gave me some brief
about job descriptions. I was assigned to the following jobs regularly. Those were:

 Collecting resumes

 Screening resumes

 Preparing call list for written , viva and practical test

 Preparing attendance for written , viva and practical test

 Preparing candidate profile summary for written , viva and practical test

 Preparing top sheet and exam paper

 Preparing attendance sheet for candidates

 Allocating questions and exam papers

 Checking answer scripts

 Making final result

 Maintaining rejected resumes

 Photocopy important papers

 Taking all signatures

 Providing all necessary papers to internee and in-plant trainee

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Collecting resumes
For the recruitment of various positions applicants submit their resumes two ways. Some
applicants prefer to forward their resumes by post and some prefer through internet. I
collected and maintained all resumes those came through post. I also printed those resumes
mail. Then, I kept both types of resume.
via E-mail.

Screening resumes
After collecting all resumes, I sometimes did screening resumes. Organization received in
large quantity resumes. There were few areas to concentrate when I looked for screening
resumes. For example, there was a recruitment advertisement about developer. So there were
requirement in that circular. So I screened resumes based on requirement like age limit,
experience, educational background etc. Sometimes I dif differentiated
ferentiated resumes based on public
and private university according to their suggestion. If there was any resume that came
through reference, I highlighted that resumes on first page. Then I sent it to my HR Manager
and she along with one of the director of company do final screening.

Preparing call list for written, viva and practical test

After selected final applicants, I wrote down all candidates’ name, father’s name, and mobile
number in Microsoft Excel .

Preparing attendance for written, viva aand practical test:

Attendance sheet was same as call list sheet. I had just added signature box in attendance
sheet. After preparing this sheet, I handed over to reception at exam date.

Preparing candidate profile summary for written, viva and practical test
Before written, viva or practical test, I made candidate profile summary. Here I wrote
candidates’ name, father’s name, mobile number, last education, university, birthday,
experience. Then I printed it and passed it to viva board.

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Preparing top sheet and exam paper:
Before the recruitment exam, my work is to prepare the top sheet and exam paper. I took 5 or
6 pages and one top sheet and stapled it. Names, father’s name, mobile number, email, CV
serial, date, signature are included in top sheet.

Allocating questions and exam papers

Sometimes, I went to the exam hall and arranged candidates’ seat. Then, I allocated
questions and exam papers. I also guarded at the exam hall. After finishing exam, I took all
exam papers and separated top sheet from exam papers.

Maintaining rejected resumes

I also maintain rejected resumes in file. Sometimes they called applicants from rejected
resumes.

Photocopy important papers

I also photocopied many important papers like requisition form, call list, top sheet, exam
questions, final results etc.

Taking all signatures

Sometimes I took signature from managers for authorization papers.

Providing all necessary papers to internee and in-plant trainee

I made contact with internee and in-plant trainee. I also provided them joining letter,
allowance paper, certificate. Allowance letter is only applicable for internee.

I really enjoyed my intern work experience. I gained new working skills and I practiced those
again and again. Employees were really helpful and friendly to me.

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 4.2 Observation:

Through my internship period, I have observed some issues which are:

 Limited workforce

 Recruitment and selection process done continuously

 Lots of paper work

 Proper use of internal sources of recruitment

 Totally new environment for internee

 Recruitment process and academic learned

 Selection process and academic lesson

4.3 Lesson learned from internship program:

• Time management: I had always work to arrange, organize, schedule and

budget my time to finish the tasks. It will help to develop my time management
skill with effectively and efficiently.

• Communication: I had to communicate different types of people like

applicants, managers, internees, new joiners for complete my tasks. So, it helps
me to develop communication skills.

• Stress management: When there is any recruitment and selection activity, I

had to do this with stress because there is shortage of workforce compare with job.
So I have learnt how to deal with stress.

• Teamwork: I always worked with a helpful team in The Engineerbabu IT

Services Private Limited. Here, I understood that teamwork is an essential part to
complete task for organization aspect.

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 4.4 HR Functions:

 Recruitment and Selection

 Training and Development

 HR Transaction

1. Transport Management

2. Compensations and Benefits

3. Performance Management

4. General policies and procedures

 Legal

4.5 Purpose

The purpose of recruitment and selection of The Engineerbabu IT Services Private

Limited is to ensure right candidate on right time to meet the human resources
demand across the organization.

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 CHAPTER V
Data Analysis

5. Finding and Analysis:

During my internship program at The Engineerbabu IT Services Private, I have come
across different practices of recruitment and selection which lead me to analyze.

5.1 SWOT analysis

Strengths:
 In recruitment and selection process, they involve concern division’s manager like

CV screening, preparing questions, checking written scripts etc.

 In their management, they follow participative management style.

 In HR Division, the data is contained through HRIS.

 It has friendly corporate culture .

Weaknesses:
 New entrant in the market.

 Competition exist.

 Difficult to find knowledgeable employee.

Opportunities:
 Demand of IT Services is really a big opportunity.

 Globalization allows company to enter global market by diversifying its business by

utilizing the company image.

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 Threat:
 Aggressive promotional actions and movement by the rivals .

 Likely entry of potent new competitors due to attractive industry profitability.

 Modern technology are coming to obsolete the existing technology. This will cause

huge capital loss for the production process.

 The unstable political condition is a big threat.

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Analysis of Opinion on Recruitment and Selection Process of the
Organization Particulars

Particulars No. of Respondents Percentage

Very good 10 25
Good 20 50
Average 10 25
Poor 0 0
Total 40 100

60

50

40

30 No. Of Respondent
Percentage
20

10

0
VERY GOOD GOOD AVERAGE POOR

Interpretation: The survey depicts that 50% of employee’s opinion is good about the
recruitment and selection process of the company and the remaining 50% of employee’s
opinion is Very good and average.

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Analysis of satisfaction of Recruitment Procedure in the Organization

Particulars No. of Respondents Percentage

Yes 36 90
No 4 10
Total 40 100

120

100

80

60 No. of Respondent
40 Percentage

20

0
YES NO TOTAL Category
4

Interpretation: From the above graph it is clear that 90% of respondents are satisfied with the
recruitment procedure but 10% are not satisfied.

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Analysis to know about the job vacancies in the organization

Particulars No. of Respondents Percentage

Internet 24 60
Friends 0 0
Employee Referral 6 15
Direct approach 10 25
Total 40 100

120

100

80

60 No. of Respondent
Percentage
40

20

0
Online Friends Employee Direct Total
Referral Approach

Interpretation: The survey depicts that 60% of the candidates were know the vacancies of
the job through their Internet. 25% of candidates were approached to the company directly
and the remaining 15% of the candidates were joined through the employee referrals.

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Analysis of opinion of best source to recruit the employee in your
organization
Particulars No. of Respondents Percentage

External Source 15 37.5

Internal source 25 62.5
Total 40 100
120

100

80

No. of Respondent
60
Percentage

40

20

0
External Source Internal Source Total

Interpretation: The above survey depicts that 62.5% of respondents said that Internal source
is the best to recruit the employees. But the remaining 37.5% of employees said that External
source is the best to recruit the employees in the company.

FUTURE SCOPE OF RESEARCH

The study was based on the recruitment and selection practices but there is a scope to study
other HR practises and overall organizational study not only in the Engineerbabu IT Services
Private limited but also considering the remaining manufacturing and service industries.
Researchers may also find the linkage between the different HR practises with the
recruitment and selection practises like organization performance, employee satisfaction etc.
Researchers may also find the online recruitment sources followed in the organizations and
also the online screening of employees.

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 CHAPTER VI
Conclusion & Recommendations

Suggestion for improvement:

After completing internship program, I have come up with some recommendation which the
organization for their improvement. These are:
1. HR Division should introduce online requisition system. As a result, HR division will get
requisition form immediately and it will make faster its process.
2. HR Division already exercises their internal network properly for recruitment
advertisement. Now they can post recruitment advertisement on their website. So, interested
applicants can get information to visit their website.
3. HR Division needs enough space to maintain CV bank. It will employees to find resumes
easily.
4. In written, viva or practical exam, there should not be any unfairness. Otherwise The
organization will lose appropriate candidates.
5. HR division should also communicate with failed candidates. At least, they can send an
email on applicants’ account.
6. HR division can also minimize using paper on its recruitment and selection process.
7. HR division should be also more focus on management assessment centers in its selection
process. It will help them to judge applicants according to perform realistic job.

Conclusion:
The Engineerbabu IT Services Private Limited, the software development & IT Service
provider company From the very beginning, the company had faced many challenges and
defeat successfully to convert the company. From a very small startup, it is a big company
today. Human resource division at organization is big and elaborative which compromises the
overall management process. Strong recruitment and selection process and teamwork is the
secrets EBabu’s success.

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 References

 [Link]
 [Link]
 Venkatesh P. Human Resource Management. New Delhi: Oxford
University Press, 2008.
 Rao P. Human Resource Management (Text and Cases). Mumbai:
Himalaya Publishing House, 2010.
 Absar MM. Recruitmnet & Selection practises in Manufacturing Firms in
Bangladesh. The Indian journal of Industrial Relations 2012; 436-448.
 Malhotra MN. A Study of the Recruitment and Selection process: SMC
Global. zenith International Journal of Multidisciplinary Research, 2014.
 Smith MI. Personal Selection. Journal of occupational and organizational
psycology 2001; 441-472.

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