2.
Conceptual
Framework
of
the
Study:
An
Overview
1. RECRIUTMENT:Recruitment is the process of searching for prospective employees and
stimulating them to apply for jobs in the organization. It is a positive
process. Recruitment is a linkage activity bringing together those with jobs
and those seeking jobs. In other words, recruitment is the finding and
attracting capable applicants for employment. The result is a pool of
applicants from which new employees are selected. Recruitment refers to the
process of attracting, screening and selecting qualified people for a job at an
organization or firm.
Objectives of Recruitment:1. Help in obtaining skilled employees in order to achieve organizational
goals effectively.
2. It creates a pool of candidates from which the right candidate at right
place and time can be sourced.
3. It acts as a link between the employers and the job seekers.
Recruitment process:1. Identify vacancy
2. Prepare job description and person specification
3. Advertise the vacancy
4. Manage the response
5. Short-listing the candidates
6. Arrange interviews
7. Conducting interview and decision making
Sources of Recruitment:-
1. Internal sources
2. External sources
Internal sources:- Internal sources are one of the important sources of
recruitment. The employees already working in the organization if more
suitable for higher jobs can be placed. The present employees may help in
the recruitment of new persons also. Internal sources are discussed as
follows:1. Transfers:-Transfers involve shifting of persons from present jobs to
other similar places. The number of persons does not increase with
transfers.
2. Promotions:- Promotion refer to moving person to positions carrying
higher responsibilities and more salaries. The higher positions falling
vacant may be filled up from within the organization. Promotion
motivates employees to improve their performance so that they get
promotions to higher positions.
3. Former
Employees:-
Some
former
employees,
who
left
the
organization for any reason, may again be interested to come back to
work. This source has the advantage of hiring people whose
performance is already known to the organization.
Merits of Internal sources:1.
It is economical as it involves less cost.
2.
Reliable candidates - Are already known.
3.
It will motivate the employees to perform better.
Demerits of Internal sources:1. Organization has lesser choice and young blood is not invited.
2. It discourages entry of talented candidates from outside.
External sources:-Every enterprise has to use external sources for
recruitment to higher positions when existing employees are not suitable.
More persons are needed when expansions are undertaken. External
methods are discussed as follows:1. Advertisement:-Advertisement is the best method of recruiting
persons for higher and experienced jobs. The advertisements are given
in local or national press, trade or professional journals. The
requirements of jobs are given in the advertisement and through
advertisement organization gets a wider range of candidates for
selection.
2. Employment Exchange:-Employment exchanges run by government
are also a good source of recruitment. Unemployed persons get
themselves registered with these exchanges. The vacancies may be
notified with the exchanges, whenever there is need. The exchange
supplies a list of candidates fulfilling required qualifications. Exchanges
are suitable sources of recruitment for filling unskilled, semi-skilled,
skilled and operative posts.
3. Educational
Institutions:-The
job
in
trade
and
industry
are
becoming technical and complex. These jobs require certain amount of
educational and technical qualifications. The employers maintain a
close liasion with universities and technical institutions. The students
are spotted during the course of their studies. The students are
assured of jobs on completion of their studies.
4. Deputation:-Another source of recruitment is deputation i.e. sending
an employee to another organization for short duration of two months
to three years. Deputation is useful because it provides ready
expertise and the organization does not have to incur the initial cost of
induction and training.
Merits of External sources:1. Organization gets wider choice and can select from a large pool.
2. It injects fresh blood into the organization.
3. It helps in motivating the internal employees to work hard.
Demerits of External sources:1. It is very expensive as it involves huge cost in advertising and inviting
people from outside.
2. It consumes a lot of time in recruiting people from outside.
3. It demotivates the existing employees as they may feel that they are
not being recognized by the organization.
Recruitment policy:1. It should focus on recruiting the best potential people.
2. To ensure that every applicant and employee is treated equally with
dignity and respect.
3. Unbiased policy.
4. To aid and encourage employees in realizing their full potential.
5. Optimization of manpower at the time of selection process.
6. Integrates employee needs with the organizational need.
2. SCREENING OF APPLICATION FORMS:The company receives large number of applications for the positions
advertised or through campus interview. Such applications are screened
keeping in mind the minimum qualification prescribed to ascertain the
eligibility of candidates. Such applications contain usually brief information
about the candidates. The selected candidates are then required to fill in a
detailed application form. This form is quite elaborate and seeks factual
information about the candidate and also about his attitudes and personality.
A stricter screening of applications is made at this stage. A company also
tries to conduct a brief preliminary interview of as many employees as is
administratively possible.
The information used to screen the applications may also be used to keep
permanent records of those persons who are selected. Based on the
screening of applications, only those candidates are called for further
process of selection that are found to be meeting the job standards of the
organization. When the number of applicants meeting the job standards far
exceeds the actual requirement, the organization decide a suitable number
of candidates who will be called for further selection process.
3. SELECTION PROCESS :Selection is hiring the best candidate from the pool of applications. It refers
to the offering of jobs to one or more applicants/candidates from the
applications received through recruitment. That's why selection is a process
of choosing the most suitable candidates from applicants for the various jobs
in the organization. It seeks to ensure which applicants will be successful if
hired. Thus, a selection is an exercise in prediction. Following are the steps
involved in a standard selection process :1. Preliminary Interview
2. Application
3. Selection Tests
4. Selection Interview
5. Reference Checks
6. Physical Examination
7. Final Selection
Preliminary Interview:- In the organization, the selection program begins
with preliminary interview. The purpose of preliminary interview is to
eliminate unsuitable or unqualified candidates from the selection process. In
preliminary interview misfits for reasons, which did not appear in the
application forms are rejected. It offers advantages not only to the
organization but also to the applicant.
Application :-An important step in hiring a person for the organization is to
get a written record of his qualifications, experience and any other specialty.
Application helps in securing information, which is helpful at the stage of
interview.
Application is used to obtain information in the applicant's own handwriting
sufficient to properly identify him and to make tentative inferences regarding
his suitability for employment. The following data is generally called on from
the applicant through application :Biographical Information, Educational Information, work Experience, Salary,
Extra Curricular Information, References etc.
Selection Test:-Individuals differ with respect to physical characteristics,
capacity and level of mental ability, their likes and dislikes and also with
respect to personality traits. Matching the individual's physical, mental and
temperamental pattern with the requirement of job is a difficult task. Before
deciding upon the job suitable for a particular individual, one should know
the level of his ability and knowledge, the pattern of his interest and
aptitudes in detail. A test is a systematic procedure for comparing the
behavior of two or more persons.
Selection Interview:-Interview is a widely used selection method. It is a
face-to-face interaction between interviewee and interviewer. Selection
interview covers the complete life history of applicant and includes such
areas as the candidates work experience, academic qualifications, health,
interests, hobbies etc. Through interview, it is the only way to see an
applicant in action-how he looks-his manner, his bearing, how he interacts
and how he responds, his way of thinking, the effect of his personality on
others. In selection interview there are four types of interviews for selection
These are:- Preliminary Interview, Patterned Interview, Depth Interview,
Stress Interview.
Reference Checks:-A reference is potentially an important source of
information about the candidates ability and personality if he holds a
responsible position in some organization. The candidate is asked to supply
two-three names of persons i.e. referees who know him / her personally.
Previous employers, university professors, neighbours and friends can act as
references. Referees are normally those who speak well about the candidate.
Physical Examination:-The main purpose of conducting physical or
medical is to have proper matching of job requirement with the physical
ability of candidate. The main objective of a physical test is to detect if the
individual is carrying any infectious diseases, to identify health defects of an
individual for undertaking certain works likely to be detrimental to his/her
health and to protect companies from employees filing compensation claims
for injuries and accidents caused by pre-existing ailments.
Final Selection:-After a candidate has cleared all the hurdles in the
selection process, he is formally appointed by issuing him an appointment
letter. The date by which the candidate must join the organization is
mentioned in the letter. The broad terms and conditions of employment,
nature of job, pay scale [Link] also be an integral part of an appointment
letter.
4. APPOINTMENT:After the candidate is selected for employment by the administration
department, he is placed on the job. Initially, the placement may be on
probation, the period of which may be two months to a year. The candidate
is asked to submit various documents which are further verified by the
administration department. The following documents are to be submitted:1. The passing certificate of 10th and 12th.
2. The passing certificates of graduation/post graduation level.
3. Residential proof/copy of residential address.
4. Photograph
After verification, at record file of documents is maintained and their names
are entered in employee database. The appointment letter is then issued by
the HR Department. The appointment letter gives the details of joining date
of the candidate and about his/her payroll. At the end, an Employee personal
File is created by the company.
5. TRAINING:Training is the process of increasing the knowledge and skills of an employee
for doing a particular job. It is an organized activity designed to create a
change in the thinking and behaviour of people and to enable them to do
their jobs in a more efficient manner. In industry, it implies imparting
technical knowledge, manipulative skills, problem-solving ability and positive
attitude. The purpose of training is to enable the employees to get
acquainted with their present or prospective jobs and also increase their
knowledge and skills. Training makes new employees more productive and
efficient. It makes the old employees familiar with the new machines and
techniques by refreshing their knowledge. Training job is never finished so
long as an organization remains in business. Thus, training is an ongoing or
continuous process.
Objectives of Training:1. To assimilate the employees in the company culture.
2. To train the employees to increase the quantity and quality of their
output. This may involve improvement in work methods or skills.
3. To train the employees for promotion to higher jobs.
4. To reduce supervision, wastage and accidents.
5. To train the employee for better adaptability and morale.
Recruitment Cycle: - The recruitment of NTPC is given below:STEP 1- Release of advertisement
The recruitment cycle at NTPC begins with the release of advertisement in
various newspapers and in the Internet. At NTPC, recruitment takes place
both internally and externally.
STEP 2- Inviting candidates
Internal recruitment takes place when selection is done from amongst the
employees of the organization. AT NTPC, ex-employees i.e. people who have
resigned
can
also
apply. The
company
also
goes
for
campus
and
further(Executive Trainee) recruitment.
STEP 3- Receiving applications from candidates
The next step after release of advertisement is the receipt of application
from prospective candidates.
STEP 4- Screening of applications by HR department
Screening of application forms vis-a-vis eligibility by HR department follows
thereafter. At this stage, the documents, along with other details of the
candidates are verified. Candidates who do not fall within the eligibility
criteria are disqualified.
STEP 5- Screening of applicants by respective department
Once the HR department has done the screening of application forms the
applications are sent to the concerned department for further scrutiny.
STEP 6- Interview stage
If the ratio of posts and suitable candidates is less than 1:5 then the
candidates directly enter the interview stage, but if the ratio is greater than
1:5 then the candidates appear for a written test prior to interviews. This
helps in further short-listing of the candidates, the results of the written test
are declared in 2-3 weeks and depending on the number of candidates, the
interviews may last between 1-3 days.
STEP 7- Selection panel
Once the interview stage is over, the selection panel is made wherein
candidates who have been finally selected are ranked according to the marks
scored by them in the interview, candidates are judged on various
parameters. The candidate who scores the maximum is ranked the highest.
STEP 8- Sending the offer
Once the selection panel has been made, the offer letters are dispatched to
the candidates. They are given about a week's time to send in their
acceptance or rejection of the offer to the company. If the candidate fails to
do so, a reminder is sent to him asking him to submit the same failing,
which the offer would be passed on to the next candidate in the panel.
STEP 9- Post- offer queries and negotiations
Once the candidate accepts the offer, the next stages deals with handling of
the queries of the candidate and negotiating with him about the place of
posting, grade, pay scales etc.
STEP 10- Medical Examination
After the queries have been dealt with and the candidate has finally decided
to join the organization, he/she undergoes a medical examination, which is
compulsory for all the candidates who join the organization. If the medical
examination is satisfactory and the candidate joins the organization, then
he/she is sent for induction program, then sent either for training or put on
the job. In case the candidate is found to be medically unfit, the offer is
made to the next candidate in the selection panel.
NTPC subscribes to the brief that efficiency, effectiveness and success of the
organization depends largely on the skills, abilities and commitment of the
employees who constitute
the most important asset, resource of the
organization.
The aim of NTPC is therefore to attract the right talent for the jobs and make
it available at the right time and in the right number with the ultimate
objective of ensuring optimum and effective utilization of the human
resources in a climate of satisfaction, development and growth.
