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TRAINING REPORT
ON
HR FUNCTIONS IN
SARAS DAIRY
Submitted in partial fulfillment for award of degree of
Bachelor of Business Administration (BBA)
Submitted To :
Submitted By:
Enrollment No.
Reg. No. :
Certified:
ACKNOWLEDGEMENT
Completion of any project report is the milestone in the life of every management student
and the success of live project then enhances the self confidence of the student. The
successful completion of any task is the outcome of the invaluable aggregate contribution
of the personal efforts in all directions, explicitly or implicitly.
I would like to express my gratitude towards my project guide, Mrs. Aparna
Shyamsukha for her continuous support, efforts and encouragement along with her
knowledge and experience about the industry, enriched me with conceptual
understanding and practical approach needed to work efficiently for this project. The
project would not have reached to its destination without her guidance.
I would like to thank the entire team of Personnel & HRD department for their support
and cooperation throughout the tenure of the project and for giving me an in-depth
knowledge on the various processes related to the Human Resource and Personnel
department in the company. I also thank the employees of SARAS for giving their
precious time and cooperation.
The key to the acknowledgement of the summer internship program lies in the hands of
the faculty guide. I would like to offer my sincere thanks to Miss ALPA SETHI for her
benevolent and expertise guidance without which this project would not have seen the
life of today.
I would also like to pay gratitude to Swift College for giving us a platform for
developing the project. In the last, but not the least, I express my gratitude to all those
who have directly and indirectly rendered assistance guidance and support in completing
project.
PREFACE
The summer training of a management student plays an important role to develop a wellgroomed professional. It is a golden opportunity for me to give theoretical concepts a
practical shape in the field of application. It gives me an idea of dynamic and versatile
professional world as well as an exposure to the intricacies and complexities of corporate
world.
My summer training for minimum 45 days in Saras dairy was an eye opening experience
to see the impact of Human Resource in the organization.
In BBA we are taught above two dozen subjects which if not the application of the
practical knowledge. At SARAS DAIRY I got a chance to apply our theory to the latest
technological and service environment.
In a span of two short months of exposure I learned a lot on various aspects of H.R. and
organizational structure. Now after two months I can say one thing for sure that the best
way to learn is at work and the human is the most important and the necessary asset of
the organization without which the organization would not be able to one step forward in
process.
It was a real interesting experience and I enjoyed every part of it. In todays globalize
world, where cutthroat competition is prevailing in he market, theoretical knowledge is
not sufficient. Beside his one need to have practical knowledge, which would help an
individual in his/her carrier activities and it is true that
TABLE OF CONTENTS
SR. NO.
TOPIC
INTRODUCTION TO SARAS DAIRY
Chapter1.
BACKGROUND NOTE
VISION,MISSION & OBJECTIVE
SARAS VALUES
INDIAN DAIRY DEVELOMPENT
THREE TIER STRCTURE
FUNCTION OF EACH DEPARTMENT
Chapter 2.
HUMAN RESOURCE
Chapter 3.
COMPANY HR
MISSION
DEPARTMENT STRUCTURE
HUMAN RESOURCE PROCESS
Chapter 4.
Chapter 5.
RECRUITMENT
EMPLOYEE RETENSION
TIME RECORD KEEPING
LEAVE PROCESS
EXIT INTERVIEW
PROJECT DONE
QUESTIONNAIRE
OBSERVATION & ANALYSIS
CONCLUSION
RECOMMENDATIONS
5
EXECUTIVE SUMMARY
HR is an integral part and in an organization there is a wide variety and nature of HR
functions. Some important HR functions forms the basic of this project
I ASHISH SHARMA trainee in SARAS DAIRY did the analytical study ofRECRUITMENT.
RETENTION PROCESS
LEAVE PROCESS
EXIT INTERVIEW ANALYSIS
The reason to select and study this topic is the need of the Organization to analyze the
Data of attrite employees and in a way to minimize the attrition. It has also been helpful
for me as an aspiring HR professional to study about the different challenges face by the
department. It also throws light on the Recruitment & leave process in Saras dairy. Exit
Interview for HR Dept, its usefulness to the Organization & Employees at Saras thereby
to find out various reasons of employee leaving the organization.
The project gives suggestive measure to make the Exit Interview process more effective
and beneficial in terms of analyzing the factors for future use.
Eventually People are our greatest asset is a mantra that companies have been
chanting for years. But only a few companies have started putting Human Resources
Management (HRM) systems in place that support this philosophy. Here I will try to
contribute insights about Exit Process better Retention practices, recruitment &leave
process.
BACKGROUND
&
HISTORY
Snapshots
In India White Revolution or Dairy industry was introduced in a Small town name
kheda of Gujarat, which was monitored by the National Dairy Development Board.
The Head office of the N.D.D.B is situated in Anand district. This board has taken
initiative of establishing Dairy Sanghs in different parts of the country. In compilation to
above, there are 16 different districts of India in which the board had established Dairy
Sanghs & the head quarter of these sanghs was situated in the Pink city of Jaipur. The
monitoring of the Dairy sanghs was being done by the N.D.D.B.
On the directions delivered by the Rajasthan Cooperative dairy federation ltd., in the year
1972 in the District Of Bhilwara, Bhilwara dairy Sangh was established, on Anand
pattern under operation Floor- I programmed and was registered under co-operative act.
Feeder balancing dairy plant with one-lac liters per day capacity was commissioned in
1983 being managed by Rajasthan Co-operative Federation; Jaipur was handed to
Bhilwara Dugdh Sangh in 1990.
On the first day of its opening Bhilwara Dairy Sangh procured 100 lit of milk and in the
year 1977 the sangh started marketing of milk as well as selling loose milk. In the year
1984, with the expansion of the sangh, the business of packed milk was also started &
1200 lit of milk was sold in this year by the sangh
Last couples of year have witnessed tremendous growth in milk procurement, processing,
marketing & rural development activities.
But from 1st April-2009, as per guidelines from R.C.D.F Jaipur Bhilwara milk union had
to shade-off chittorgarh district from its milk thrust area. Now onwards Chittorgarh will
be treated as treated as another milk union.
In present time approx. 88.5 lit milk per day is being sold in Bhilwara district.
Bhilwara dairy is presently selling 5 varieties of milk in addition with milk by products
namely shrikhand, panner, butter, flavoured milk, chach & ghee in different pack size.
Soon the dairy will be introducing cheese, curd & ice-cream.
Now, Bhilwara Zilla Dugdh Utapadak Sahakari Sangh is one the forerunners among
cooperative dairies not only in Rajasthan but also in north India. Sangh with milk shed
area covering Bhilwara district caters to demand of market of Bhilwara districts.
Sangh now has 845 registered DCS with 53,509 members & procuring average 1.10 Lakh
liters of milk per day & out of which 88.5 thousand liters of milk is being sold within the Bhilwara
District. Bhilwara Zilla Dugdh Utapadak Sahakari Sangh has got ISP 15000 (HACCP) recently in
Feb2001.
Bhiwara milk union was established in 1972 ®istered under co-operative act with the
objective.
1.
To organize milk producers co-operative societies at village level.
2.
To arrange to collect surplus milk generated in villages.
3.
Social & economic upliftment of milk producers.
4.
To undertake milk production enhancement activities such as artificial
insemination, distribution of balance cattle feed, treatment of animals, distribution of
fodder seed etc.
5.
Marketing of good quality, processed milk & products to consumer at
reasonable price.
9
Mission :To offer unparallel value by providing the customer transparent, convenient and
effective anytime -anywhere integrated financial transaction capability
10
OBJECTIVE :
METHODOLOGY:The methodology includes collection of various data with the help of prepared
questionnaire and interviewing retailers, distributors and customers.
The kind of research analysis has been done on the basis of opinions and observations. I
will learn that how they used the Selection and recruitment process.
11
Saras Values
P People
S Service
I Innovation
I Integrity
12
13
INDIAN DAIRY DEVELOPMENT:INTRODUCTION:Dairy has a special role to play in the economic development of the country.
People in underdeveloped countries desirous of accelerating economic development
emphasis the need of industrialization so much that they almost forget that the
development of agriculture itself is a key factor in the economic development of dairy.
Therefore must either precede occur simultaneously with general economic development
growth in Indian economy. Therefore requires a high degree of dairy development to
sustain a desirable rate of economic growth.
Milk is a basic output in dairy enhanced profitability.
Following the recent general agreement on tariff and trade to a globalization of
markets will call for competitiveness and efficiency in the dairy sector in terms of
productivity, risk coverage, nutritional qualities and adaptability. The dairy industry
will have to asses its strength and weakness in terms of vertical development, timely
production, its processing storage, and marketing. In dairy farming is still in its growing
phase, ongoing policy, imitativeness will have to suit domestic requirement. It should
also capture a potential share of the international trade. In this endeavor, development of
farm working technologies and their assessment, assignment, and creation of awareness
about their potentials will be paramount importance.
DAIRY INDUSTRY :Dairy Industry has become one of the most competitive profits making
industry . Now it has giving helping hands to farmers as a dairy based Industry.
The number of Indian veterinary companies has an inherent capability to
become multinational and to capture substantial dairy markets.
The strength at our command can help in production and supply of drugs to the
country with prior commitments to sustain external markets besides taking need based
production programmers in user country as well.
14
STATEMENT OF PROBLEMS :In India more than 60% of the population is depending on agriculture.
Agriculture is the backbone of Indian economy. Only percentage of land has irrigation
facility. Rain fall is playing game with the Indian farmers are experiencing flood &
drought situations
Dairy low yield my be resulted by the following reasons :1.
2.
3.
4.
5.
Strong linkage between milk production enhancement and milk
procurement agencies: the privilege of collecting milk from the milk producers in India
now currieries the responsibility of supplying inputs to increase the milk production. This
linkage also optimizes on transport of feed to the processing plant.
6.
Efficient organization of milk collection: Bulk of the milk procured by the
processing plants in India is brought to the plant within 3-4 hours of milking avoiding
intermediate chilling and reduced Efficient policy making, planning and
implementation infrastructure: the Government
of India National Dairy
Development Board Dairy Cooperative linkage in India has provided an efficient
framework for policy making ,planning and programmed implementation
7.
Establishment of a National milk Grid: Milk in India now moves right
across the length and the breadth of the country linking milk producers with the
consumers and evening out the regional and seasonal disparities in production cost.
8.
Efficient supply of cattle feed concretes :balanced cattle feed concretes
are now being made available to the milk producers right at the village level ,at prices
that provide good value for money spend on each cattle feed .milk trucks that bring milk
from the villages also carry cattle feed optimizing on the transportation cost.
9.
Improving the efficiency of indigenous mulch animals: India has
achieved bulk of the increases in milk production through the significant improvements
in the conversion efficiency of dairy animals through genetic up gradation of the local
stock rather than importing milch cattle .only exotic cattle were imported in the country
for the production of the exotic bulls.
10.
A long tradition of milk production and consumption: -India has a long
tradition of keeping milch animals as a part of the farming household .the animals are
cared for and greatly valued .the entire farming family devotes time to the upkeep of the
animals .
16
THREE TIER STRUCTURE:The dairy co-operative movement operates on three tier system wherein farmer members
own dairy co-operative societies (DCS) which own district milk producer's union. The
unions collectively own the RCDF.
It is a vertically integrated structure that establishes a direct linkage between those who
produce the milk and those who consume it.
Federation - Provides service & support to unions. Marketing within & outside state,
Liaison with government and NGO agencies, mobilization of resources & coordinating &
planning programmers / projects.
Union - Develops village milk cooperative network, procures milk from DCS, processes
& markets. Sale of cattle feed and related inputs, promotion of cross breeding through AI
and NS, promotion of fodder development and general support & supervision to DCS.
DCS - Provides input services to its members and procurement of milk.
17
Democratically elected board of DCS, milk unions & Federation from among
their members.
Adoption of such bye laws which ensure democratic process on the principles of
cooperation.
Employment of professional.
18
SARAS PRODUCTS
(A) SARAS MILK**
1. FULL CREAM MILK
2. STANDARDISED MILK
3. TONED MILK
4. DOUBLE TONED MILK
5. SKIMMED MILK
(B) SARAS BY PRODUCTS
1. GHEE
2. TETRA PACK MILK
3. FLAVOURED MILK
4. COW GHEE
5. TABLE BUTTER
6. PANEER
7. SRIKHAND
8. CHAACH
9. ICE CREAM
10. MILK CAKE
11. RASGULLA
12. CHEESE
13. MAWA
19
PRODUCT LAUNCHED:1.
2.
3.
4.
5.
2.
Shrikhand:-5000-5500 cups
3.
Dahi:-13000 cups
4.
5.
6.
Lassi:-25,000 packets
7.
Mawa:-1400 kg
20
QUALITY ASSURANCE :RCDF possesses a specialized central quality control laboratory which monitors
adherence to quality standards through random sampling of milk, milk products, cattle
feed, packing material etc. Each dairy plant has its own laboratory to which RCDF staff
provides advice and technical support. Established in the year 1990 the Central Quality
Control Laboratory in RCDF is engaged in monitoring the quality standards of milk and
milk products, packaging material, cattle feed and effluent treatment so as to ensure their
conformance with laid down respective standards of P.F.A., B.I.S., Ag-mark and
Pollution Control Board. Ambit of activities cover all aspects right from collection of
milk to finished products by programmed such as clean milk production, ISO-9002 and
HACCP-15000 certification. In addition to this all the major milk plants and cattle feed
plants too have their own laboratories to ensure the QAP and TQM at first place.
Commitment to production of quality products has resulted in the dairy plants at Ajmer,
Alwar, Bhilwara, Bikaner, Ganganagar, Jaipur & Udaipur being registered under ISO9002 and HACCP-15000 systems
21
:-
AUDIO
VISUL(T.V,RADI
O)
PRINT(NEWSPA
PER,MAGZINE)
OUTDOOR(HOA
RDINGS,WALLPRINTING)
POPMATERIAL(DAN
GLERS,BANNER
S)
22
SARAS
(A HERITAGE OF HEALTH & TASTE)
MARKETING-GROWTH
OF
SARAS DAIRY, BHILWARA
23
ACTIVITIES :The marketing activities of the Federation include providing support to the Milk Unions
in milk and milk products within and outside the State. RCDF is presently marketing
milk & milk products under Saras brand :
Fresh milk of different compositions and long shelf life tetra pak milk is being marketed
in rural and urban areas. The Federation is a major supplier of tetra pak milk to the
armed forces.
RCDF is also marketing various fresh milk products in Saras brand, which are, Chhach,
Lassi, Shrikhand, Flavoured Milk, Mawa, Paneer and Dahi. Long life products such as
Cow ghee, Ghee, Table Butter, Dairy Whitener, Skim Milk Powder, WMP and Tetra Pak
Milk (Cow Milk, Taza Milk and Fit and Fine) are also being marketed.
Saras Milk Parlors serving a complete range of milk products are operational at 385
points in Rajasthan.
Presently Saras brand is being marketed through a network of 16556 outlets.
24
SNO.
(A)
2002-03
2003-04
2004-05
2005-06
2006-07
83
98
105
106
119
539
610
975
1036
1113
3,08,762
4,11,772
8,48,796
1,165,717
973,361
19,749
38,211
37,216
39,923
44,777
4,092
5,380
7,505
8,222
10,682
(D)SHRIKHAND (K.G.)
2,263
14,374
20,143
22,105
22,000
3,538
2,832
3,753
4,382
8,929
(G)TETRA PACK(LTR)
NIL
NIL
1,133
875
NIL
(H)CHEESE (KG)
NIL
NIL
3.00
NIL
NIL
NIL
498
721
NIL
(J)RASGULLA(KG)
NIL
NIL
365
3,278
868
(k)MAWA(KG)
NIL
NIL
NIL
1,050
575
605
715
742
865
942
102
110
110
112
145
20
45
30
539 SAMP.
90 SAMP.
235 SAMP.
30 SAMP.
1282 SAMP.
69%
70%
68%
69%
68%
SUB STAND.
SUB STAND.
SUB STAND.
SUB STAND.
SUB STAND.
1
MILK (TLPD)
2
(B)
(A)
DEALER/RETAILER
(CUMULATIVE)
(B)
GROWTH IN COVERAGE
(TOWN/KASBA/CITY)
( C)
(A)
MARKET DEVELOPMENT
25
(A)
SAMPLE
SAMPLE
SAMPLE
3893
5976
6100
2280
4633
(48
BATCH.)
(72
BATCH.)
(83
BATCH.)
(32
BATCH.)
(55
BATCH.)
4400
4800
5091
5391
6270
16+2
REF.
19+2 REF.
22+2
REF.
DISTRIBUTION NETWORK
PER DAY RUNNING OF
VEHICLES(KM.)
(B)
SAMPLE
PLANT(N0S.)(HOUSE WIFE /
SCHOOL CHILDREN)
(D)
SAMPLE
24+2
REF.
26
27+2
REF.
DISTRIBUTION NETWORK
The union has divided the Bhilwara district into 10 routes.The milk is supplied to these
areas through Milk Insulated Vans.
S.no
1
2
3
4
5
6
7
8
9
10
Name of Routes
Bhilwara 1
Bhilwara 2
Bhilwara-3
Gangapur
Hamirgarh
Devli
Gulabpura
Kachola
JJahajpur
Bijoliya
RETAILERS /DISTRIBUTORSBhilwara Sangh has divided its milk thrust area into Two Zones1. Bhilwara city 2. Bhilwara up country
For Bhilwara city retailers are appointed & for Bhilwara
dealers are appointed.
up country market
27
In present the BHILWARA DAIRY is procuring 1.10 lake lit milk per day from different
villages & towns, adjoining to Bhilwara district. The Dairy plant is having a storage
capacity of 2.00-lake liter milk per day. From the procured milk 88.5 thousand lit of milk
after pasteurization (as per PFA act) is sold in the market to the customers & rest of the
milk is utilized for making by products/R.M.G/N.M.G /Inter union sale etc. For
monitoring & controlling the above activities four main deptt. are established, these all
deptt are interrelated with each other. A Managing director is appointed by the R.C.D.F
Jaipur for controlling & monitoring all the activities of various deptts.
28
OTHER DEPARTMENT
29
MEDICAL FACILITIES OF CATTLES:- For providing better health
facilities to milk producing cattle and to provide medical facilities to them, co-operative
has established animal development organization. They also provide emergency service
to cattle. To stop the deficiency milk in summer season, they have also arranged animal
cooling system.
30
31
32
WHAT IS HUMAN RESOURCE MANAGEMENT ? :Human resource management is focused on the effective and efficient use of human
talent to accomplish the strategic objectives of the organization. In the past, human
resource management often involved administrative tasks such as handling employee
benefits questions, recruiting, interviewing, and hiring new staff, and ensuring that
organizational policies and procedures were established and followed in compliance with
relevant employment law. Todays human resource professionals manage those tasks and,
increasingly, consult with top executives regarding strategic planning. They have moved
from behind-the-scenes staff to leading the company in suggesting and implementing
organizational change policies. Increasingly, top management is recognizing that a
competitive advantage can be gained through strategically managing their human
resources.
Human Resource Management includes all activities used to attract & retain employees
and to ensure they perform at a high level in meeting organizational goals.
33
Performance management.
MISSION:
At SARAS DAIRY, personnel department is an important department, which
relates to human relations ships within the industry.
It aims to provide
Social responsibility in surrounding villages.
Recruitment and selection of right person for the job.
Implementation of training schemes of government.
Providing the environment which enables the employees to perform to his potential
and win
34
ORGANIZATION STRUCTURE
MANAGING DIRECTOR
------------------------------------
MANAGER
MANAGER
PROCUREMENT
PLANT
&
INPUT DEPTT.
&
PROD. DEPTT
MANAGER MANAGER
MKTG.
FINANCE
&
DEPTT.
ACCTTDEPT.
DY.MANAGER
DY MANAGER DY.MANAGER DY.MANAGER
PROCUREMENT
PLANT
MKTG.
FINANCE.
&
&
DEPTT
&
INPUT DEPTT
PROD. DEPTT
ACCTT DEPT.
35
36
SR. NO.
TOPIC
RECRUITMENT PROCESS
1.
2.
3.
OBJECTIVE
SOURCE OF RECRUITMENT
RECRUITMENT PROCESS
RECRUITMENT POLICY IN SARAS DAIRY
EMPLOYEES RETENSION
WHAT IS EMPLOYEES RETENSION
FIVE MAJOR THINGS FOR
EMPLOYEES RETENSION
IMPORTANCE OF
EMPLOYEES RETENSION
BENEFITS OF ATTRITION
LEAVE PROCESS
TYPES OF LEAVE
LEAVE ADMINISTRATION PROCESS
EXIT INTERVIEW
5
37
RECRUITMENT PROCESS
Develop a pool of qualified applicants.
OBJECTIVE:
To advertise for new employees and laisioning with employment agencies and job search
websites and it also comprises of determining the best candidates from those who supply
, arranging interviews, tests and finalization of candidates.
VARIOUS ASPECTS:
It comprises of the various activities:
Manpower requisition raised, arranging interviews, selection and placement
of right candidate at right place with right time.
38
SOURCES OF RECRUITMENT:-
SARAS DAIRY has the option of choosing the candidates for its recruitment processes
from two kinds of sources: internal and external sources. The sources within the
organisation itself (like transfer of employees from one department to other, promotions)
to fill a position are known as the internal sources of recruitment. Recruitment candidates
from all the other sources (like outsourcing agencies etc.) are known as the external
sources of recruitment.
SOURCES OF RECRUITMENT
39
1.Transfers
The employees are transferred from one department to another according to their
efficiency and experience.
2.Promotions
The employees are promoted from one department to another with more benefits and
greater responsibility based on efficiency and experience.
40
1.
Advertisements of the vacancy in newspapers and journals are a widely used source of
recruitment. The main advantage of this method is that it has a wide reach.
EDUCATIONAL
2.
INSTITUTES
various management institutes, engineering colleges, medical Colleges etc. are a good
source of recruiting well qualified executives, engineers, medical staff etc. They
provide facilities for campus interviews and placements. This source is known as
Campus Recruitment.
3.
PLACEMENT AGENCIES
4.
EMPLOYMENT EXCHANGES
LABOUR CONTRACTORS
Manual workers can be recruited through contractors who maintain close contacts with the sources
of such workers. This source is used to recruit labors for Construction jobs.
6.
UNSOLICITED APPLICANTS
Many job seekers visit the office of well-known companies on their own. Such callers are considered
nuisance to the daily work routine of the enterprise.
41
7.
EMPLOYEE REFERRALS
Many organizations have structured system where the current employees of the organization can
refer their friends and relatives for some position in their organization. Also, the office bearers
of trade unions are often aware of the suitability of candidates. Management can inquire these
leaders for suitable jobs
8.
Unskilled workers may be recruited at the factory gate these may be employed whenever a
permanent worker is absent. More efficient among these may be recruited to fill permanent
vacancies.
42
RECRUITMENT PROCESS
43
SELECTION PROCESS:
Background
Information
Refere
nces
Interviews
Selection
Performance
tests
Physical
Ability
tests
Paper
tests
44
Easier: The ability of the recruit is known so it is easy to assess potential for
the next level. By contrast, assessments of external recruits are based on less reliable
sources, such as references, and relatively brief encounters, such as interviews.
Insiders know the organization, its strengths and weaknesses, its culture
and, most of all, its people.
45
EEO Criteria: A use of the internal pool for the consideration of vacant positions
can lead to conflicts with the Equal Employment Opportunity Commission. The
organization has to ensure and continuously check its balance of a diverse workforce.
This has to relate to the organizations legal, political and geographical environment.
Sometimes it is difficult to find the right candidate within and the organization
may settle for an employee who possesses a less than ideal mix of competencies.
If the vacancies are being caused by rapid expansion of the organization there may
be an insufficient supply of qualified individuals above the entry level.
This may result in people being promoted before they are ready, or not being
allowed to stay in a position long enough to learn how to do the job well.
reduce organizational flexibility and growth, and resistance to change by those who have
an interest in maintaining the status quo may present long term problems.
In times of rapid growth and during transitions, the organization may promote from
within into managerial positions, regardless of the qualifications of incumbents.
Transition activities and rapid organizational growth often mask managerial deficiencies;
it is not until the growth rate slows that the deficiencies become apparent and, then, the
organization finds it difficult, if not impossible, to undo the damage. The resulting cost of
remedial training can prove prohibitive.
46
RECRUITMENT POLICY IN SARAS DAIRY:In todays rapidly changing business environment, a well defined recruitment policy is
necessary for organizations to respond to its human resource requirements in time.
Therefore, it is important to have a clear and concise recruitment policy in place, which
can be executed effectively to recruit the best talent pool for the selection of the right
candidate at the right place quickly. Creating a suitable recruitment policy is the first step
in the efficient hiring process. A clear and concise recruitment policy helps ensure a
sound recruitment process.
A recruitment policy of in SARAS DAIRY should be such that:
It should focus on recruiting the best potential people.
To ensure that every applicant and employee is treated equally with dignity and
respect.
Unbiased policy.
Weight age during selection given to factors that suit organization needs.
47
EMPLOYEE RETENSION
WHAT IS EMPLOYEE RETENSION:Employee retention is a process in which the employees are encouraged to remain with
the organization for the maximum period of time or until the completion of the project.
Employee retention is beneficial for the organization as well as the employee.
Employees today are different. They are not the ones who dont have good opportunities
in hand. As soon as they feel dissatisfied with the current employer or the job, they
switch over to the next job. It is the responsibility of the employer to retain their best
employees. If they dont, they would be left with no good employees. A good employer
should know how to attract & retain its employees.
48
EMPLOYEE RETENSION STRATEGIES:The basic practices which should be kept in mind in the employee retention strategies
are:1.
Hire the right people in the first place.
2.
Empower the employees: Give the employees the authority to get things done.
3.
Make employees realize that they are the most valuable asset of the
organization.
4.
Have faith in them, trust them and respect them.
5.
Provide them information and knowledge.
6.
Keep providing them feedback on their performance.
7.
Recognize and appreciate their achievements.
8.
Keep their morale high.
9.
Create an environment where the employees want to work and have fun.
Employee Retention
Employee retention is a process in which the employees are encouraged to remain with
the organization for the maximum period of time or until the completion of the project.
Employee retention is beneficial for the organization as well as the employee.
Employees today are different. They are not the ones who dont have good opportunities
in hand. As soon as they feel dissatisfied with the current employer or the job, they
switch over to the next job. It is the responsibility of the employer to retain their best
employees. If they dont, they would be left with no good employees. A good employer
]lgfqshould know how to attract and retain its employees. Retention involves five major
things
1.CompensationCompensation constitutes the largest part of the employee retention process. The
employees always have high expectations regarding their compensation packages.
Compensation packages vary from industry to industry. So an attractive compensation
package
plays
a
critical
role
in
retaining.
Compensation includes salary and wages, bonuses, benefits, prerequisites, stock options,
bonuses, vacations, etc.
49
2.Organization Environment
Organization environment includes
Culture
Values
Company reputation
Risk taking
Leading technologies
Trust
Support environment: Organization can provide support in the form of worklife balance. Work life balance includes:
o
Flexible hours
Telecommuting
Dependent care
Vacations
Wellness
50
Communications skills
Technical skills
Need for such training can be recognized from individual performance reviews,
individual meetings, employee satisfaction surveys and by being in constant touch with
the employees.
51
4.Relationship
A supportive work culture helps grow employee professionally and boosts employee
satisfaction. To enhance good professional relationships at work, the management should
keep the following points in mind.
Respect for the individual: Respect for the individual is the must in the organization.
Relationship with the immediate manager: A manger plays the role of a mentor and a
coach. He designs and plans work for each employee. It is his duty to involve the
employee in the processes of the organization. So an organization should hire managers
who can make and maintain good relations with their subordinates.
Relationship with colleagues: Promote team work, not only among teams but in
different departments as well. This will induce competition as well as improve the
relationships among colleagues.
Recruit whole heartedly: An employee should be recruited if there is a proper place and
duties for him to perform. Otherwise hell feel useless and will be dissatisfied.
Employees should know what the organization expects from them and what their
expectation from the organization is. Deliver what is promised.
Promote an employee based culture: The employee should know that the organization
is there to support him at the time of need. Show them that the organization cares and
hell show the same for the organization. An employee based culture may include
decision making authority, availability of resources, open door policy, etc.
Individual development: Taking proper care of employees includes acknowledgement
to the employees dreams and personal goals. Create opportunities for their career growth
by providing mentorship programs, certifications, educational courses, etc.
Induce loyalty: Organizations should be loyal as well as they should promote loyalty in
the employees too. Try to make the current employees stay instead of recruiting new
ones.
5.Support
The feedback from supervisor helps the employee to feel more responsible, confident and
empowered. Top management can also support its employees in their personal crisis by
providing personal loans during emergencies, childcare services, employee assistance
programs,
counseling
servicesetc.
Employers can also support their employees by creating an environment of trust and
52
inculcating the organizational values into employees. Thus employers can support their
employees in a number of ways as follows:
By providing feedback
By counseling them
53
The cost of turnover: the cost of employee turnover add hundreds money to a
company's expenses. While it is difficult to fully calculate the cost of turnover (including
hiring costs, training costs and productivity loss), industry experts often quote 25% of the
average employee salary as a conservative estimate.
54
Benefits of Attrition
Attrition rates are considered to be beneficial in some ways:
If all employees stay in the same organization for a very long time, most of
them will be at the top of their pay scale which will result in excessive manpower costs.
New employees bring new ideas, approaches, abilities & attitudes which can
keep the organization from becoming stagnant.
There are also some people in the organization who have a negative and
demoralizing influence on the work culture and team spirit. This, in the long-term, is
detrimental to organizational health.
There are people who are not able to balance their performance as per expectations,
lack potential for future or need disciplinary action. Furthermore, as the rewards are
limited, business pressures do not allow the management to over-reward the performers,
but when undesirable employees leave the company, the good employees can be given
the share that they deserve.
Some companies believe attrition in any form is bad for an organization for it means
that a wrong choice was made at the beginning while recruiting. Even good attrition
indicates loss as recruitment is a time consuming and costly affair. The only positive
point is that the realization has initiated action that will lead to cutting loss.
55
LEAVE PROCESS
It is the policy of SARAS DAIRY to provide leave facility to its employees; to attend to
their personal work, contingencies and for rejuvenation.
Purpose: To understand the leave rules and regulations applicable to all concerned
employees.
Scope:
1.
This policy applies to all saras & group companies.
2.
All employees deputed out of India, will be governed by these rules with the
exception inclusions in the Leave rules of the deputed country.
3.
This policy will be applicable only to full-time employees.
All confirmed employees are entitled to leave, according to the rules and regulations as
stated below:
Every employee will be entitled for the following leaves
Time Off (T/O)
12 weeks
15 days
56
Paid Holidays:
There are 12 predetermined Holidays in every year which are declared on the 1st January
of every year and the details regarding holidays would be displayed on the notice board.
Responsibilities
1.
All leave is subject to the approval of the immediate supervisor.
2.
For the purpose of accounting, leave for the year shall mean the calendar year,
beginning on Jan 1st and ending December 31.
3.
An employee whilst on leave should not take up any alternative employment
during the period of the leave.
4.
Any leave whether casual or privilege leave will be granted at the convenience
of the management & nothing shall limit the free discretion of the management to refuse,
revoke or curtail leave as the exigencies of the companys work may require.
Time Off (Casual Leave) will be credited from the Date of Joining
It starts accruing from the date of joining and must be availed before 31st
December each year as no accumulation is allowed.
S/L will be granted for personal illness and should be fully documented by the
employee with accompanying medical certificate when such leave exceeds two days.
Sick Leave can be accumulated upto 15 days but encashment will not be allowed.
57
P/L can be prefixed or suffixed with public holidays, monthly offs & weekly
offs.
Holidays which fall during P/L shall be counted for determining the total
vacation taken.
P/L can be taken in advance on prodata basis in case of serious illness or selfmarriage during the 1st twelve months of service. Such leave will require prior
authorization from Department Head and subsequent authorization from the HR
Department.
Maternity Leave:
Permanent female employees of the company will be entitled to the M/L if they
are not covered under the Employees State Insurance scheme, under the ESIC Act, 1948.
Such female employee will be allowed M/L with pay up to 12 weeks provided
she under takes not to do any other work out side her home during these 12 weeks and the
birth of the child is certified by the approved medical practitioner.
The applicant for M/L shall give notice to the company of her impending
confinement not less than 8 weeks in advance, supported by a medical certificate.
No maternity benefit will be granted when the employee concerned has already
two living children.
58
NOTE:
THE FORMS RELATED TO THE LEAVE OF THE EMPLOYEES IS BEEN
ATTACHED WITH THE ANNEXUURE GIVEN BELOW.
59
OBJECTIVE:
Regular attendance is essential to the Companys efficient operation and is a necessary
condition of employment. When employees are absent, schedules and customer
commitments fall behind, and other employees must assume added workloads.
Official hours would be of 8.5 hours which is applicable for all working days
for employees working in general shift and 8 hours for employees working in shifts
excluding 2nd and 4th Saturday (half day) of every calendar month only for employees
working in general shift.
HR.
In case of duty outside place of positioning, Outdoor duty (ODD) form should
be submitted to the HR department.
The payroll period starts from 16th of every month to 15th of the next month.
The first salary is processed as per assumed attendance based on the date of
joining
60
PROCEDURE
61
EXIT INTERVIEW
Objectives
The main objective to this study is to provide SARAS with the different aspects of Exit
interviews & to find out the factors which influenced employee to leave the organization,
in particular with last fiscal year. Additionally, to find out the views of employees and to
find out effective retention practices. And to meet the following criteria
To study reasons why employees are leaving the Organization.
To study retention strategies used by organization to retain Employee Talent.
To identify what professionals look from their jobs in their organization
To identify the satisfier that will improve the level of employee satisfaction.
Exit Interview
Exit interviews are interviews conducted with departing employees, just before they
leave. From the employer's perspective, the primary aim of the exit interview is to learn
reasons for the person's departure, on the basis that criticism is a helpful driver for
organizational improvement. Exit interviews (and prior) are also an opportunity for the
organization to enable transfer of knowledge and experience from the departing
employee to a successor or replacement, or even to brief a team on current projects,
issues and contacts. Good exit interviews should also yield useful information about the
employer organization, to assess and improve all aspects of the working environment,
culture, processes and systems, management and development, etc.; in fact anything that
determines the quality of the organization, both in terms of its relationship with its staff,
customers, suppliers, third-parties and the general public. Many employers ignore the
opportunity that exit interviews offer, chiefly because exit interviews have not been
practiced in the past, and starting them is a difficult initiative to undertake, given the
potentially subjective and 'fuzzy' nature of the results; the time involved; and the
unspoken corporate urge to avoid exposure to criticism. Exit interviews are nevertheless a
unique chance to survey and analyze the opinions of departing employees, who generally
are more forthcoming, constructive and objective than staff still in their jobs. In leaving
an organization, departing employees are liberated, and as such provide a richer source of
objective feedback than employed staff do when responding to normal staff attitude
surveys.
As ever, corporate insecurity and defensiveness can be an obstacle to implementing exit
interview processes, so if the organization finds it difficult to begin the practice as a
matter of general policy, you can still undertake your own exit interviews locally with
your own staff as and when they leave.
From the departing employee interviewee perspective, an exit interview is a chance to
give some constructive feedback, and to leave on a positive note, with good relations and
62
mutual respect. Recrimination, blame, revenge and spite are destructive feelings and
behaviors, so resist any temptation you might have to go out all guns blazing. Be calm,
fair, objective and as helpful as possible. In the future you may wish to return to the
organization (situations and people change), and you may cross the paths of your excolleagues, managers in the future. The adage about treating people well on your way up
because you might meet them on the way down applies just as well on your way out. The
exit interview is an opportunity to shake hands and leave friends, not enemies.
Basic administrative tasks: final paycheck; inform the employees vacation and
benefit payments; retrieve keys, identification cards and other company properties
Obtain forwarding address, and if appropriate, name and address of the new
employer
Structured Interviews - from easy to hard questions. Do not ask the reasons for
leaving at the beginning of face-to-face exit interviews.
End the meeting with a positive tone and if appropriate, ask employee to
recommend people to be hired.
64
Job and person mismatch: A candidate may be fit to do a certain type of job
which matches his personality. If he is given a job which mismatches his personality,
then he wont be able to perform it well and will try to find out reasons to leave the job.
Stress from overwork and work life imbalance: Job stress can lead to
work life imbalance which ultimately many times lead to employee leaving the
organization.
New job offer: An attractive job offer which an employee thinks is good for him
with respect to job responsibility, compensation, growth and learning etc. can lead an
employee to leave the organization.
NOTE:
THE FORMS RELATED TO THE EXIT INTERVIEW OF THE EMPLOYEES IS
BEEN ATTACHED WITH THE ANNEXUURE GIVEN BELOW
65
PROJECT DONE
Questionnaire
Dear All,
Greetings of the day!
I, Ashish sharma working on the Project named "Exit Interview Analysis, Retention
Practices.& leave process As a part of my project I would like you all to share your
opinions.
The information provided by you will be confidential and will be utilized for the purpose
of Analysis and giving suggestion to the management based on your views.
I wish to conclude the project with your valuable comments. This is possible only if I
receive your genuine feedback. To facilitate this process, I have enclosed a
questionnaire. I will be grateful if you could take some time and fill in the details as soon
as possible.
Looking forward to your cooperation.
Thanking you in advance.
Best Regards.
Ashish sharma
Age: __________________
Gender: ________________________
Department : ________________
Designation: ______________________
66
1. Are you satisfied with your current role? If Yes, Why? If No, Why not?
2. What are the two things you like and dislike about your current Job Profile?
3. Is there any other department you would like to join in besides your own dept? If Yes,
Why? If No, Why Not?
4. Apart from current benefits, mention any two benefits you would like receive at
?
6. Do you think if you are being treated fairly at the time of compensation comparing
with you previous organization? If Yes, Why? If No, Why Not?
7. Are you satisfied with the way you performance is measured? If Yes why? If No why
not?
8. Will you refer your friend or Ex colleagues to join
not?
9. Are you satisfied with the working environment? List the important factors which
keep you satisfied? Also, List the two most important things you are unsatisfied with.
67
12. The environment in this organization supports a balance between work and personal
life
13.
Segmentation of People
Filling up questionnaire
or Interview
68
Career Change
Career chances would take too long within FedEx
Basic Pay Insufficient
Unsatisfactory working environment (e.g. the place)
Unsatisfactory working conditions (e.g. working
hours/shifts)
20
18
18
16
14
Percentage
12
10
10
8
6
6
6
4
2
0
Career
Change
1.00
2.00
3.00
Reasons
Basic Pay
Insufficient
4.00
5.00
Unsatisfactory
Working Conditions
Inference:
From the above fact, 18% of the employees left organization due to career
change, 10 % of employee left organization due to lack of growth opportunities, 9% of
employees left due to insufficient pay, and 6 % of employee left due to unsatisfactory
working environment and unsatisfactory working conditions respectively.
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52
7
209
36
270
53
13
17
20
25
20
20
17
13
15
Series1
10
5
0
% of Employees Left at
Management Level
% of Employees Left at
Professional Level
% of Employees Left at
Clerical Level
Inference:
Above graph reveals that the attrition at Management level 13 %, at
Professional level is 17% & at clerical level its 20%.
70
SR.NO.
YEAR
1
2
3
4
5
6
7
8
9
10
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
1
1
1
1
TOTAL
Manager
2
1
1
2
1
1
Assistant
Manager
Executive
2
3
4
5
2
2
2
2
3
1
3
1
1
2
1
18
23
1
1
4
1
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Finally, there should be lot of training & Devolvement programs & Team
Building Activities between other work groups and departments. There should be
employee engagement programs arranged on periodic basis such as events, picnics,
celebration of festivals, arranging competition on a yearly basis will bring a good change
in the environment.
The finding of this project may be utilized to arrive at the various decisions which may be
considered by the management and they must be adopted as improvement which may
further lead to an improvement in the market share of the DAIRY and Retaining the
employees especially your best ones require more than Goodies and Gimmicks.
It requires understanding4. Employee retention is a process in SARAS DAIRY IS Very
Powerful.
their needs which can drive satisfaction and high performance in them, and then use his
knowledge to create an intrinsically motivating work experience, by doing this
organization can become what we say in true words , Retention worthy.
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Recommendations
Employee Engagement
There should be active Employee engagement officer who will be responsible for
Employee engagements activities because Employee engagement is one step ahead of
employee satisfaction. Employee is not only satisfied with the management decisions,
salary and things but also giving back to the organization in terms of commitment,
dedication, and loyalty.
Employee Engagement is the level of commitment an employee has towards the
organization. The primary behaviors of engaged employees are: speaking positively
about the organization to coworkers, potential employees and customers, having a strong
desire to be a member of the organization, and exerting extra effort to contribute to the
organizations success.
Stay Interview
In case of Stay Interview there should Proper counseling should be held for all the
employees with HR Representative along with or without their immediate manager. This
interviews should be mandatory to conduct, and can be conducted on periodically basis.
This will help organization & SARAS employees to find out each others problems and
to find out measures to help employee retain in the organization for longer time.
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Job Rotation
This is one of the ways to reduce attrition in an organization. Job rotation is one such
popular administrative control tool that was introduced during the 1950s by the founder
of IBM, Thomas Watson. It endeavors to move employees from one job function to
another at a specific interval. Whenever an employee finds an activity unchallenging, he
is rotated to another job at the same level with similar skill requirements. Job Rotation
can be advantageous to reduce absenteeism in following ways:
Reduction in stress
Reduction in Boredom and monotony
Increase in Production.
Increases innovation and motivation
Job Satisfaction
Fair compensation
Remuneration package is the driving force of any employment.
Handsome package as a platform for people to take new initiatives.
Besides basic package, there can also be performance-based incentives-relating to
targets achieved, accuracy and productivity.
Recreation
Recreation is an important as any other tool. It helps in creating a conducive
environment making fun for everyone.
Thus, it is necessary to introduce consistent recreation initiatives like Sports, Activities,
family get together and unwinding zones at the workplaces
Besides this, cultural programs and Birthday celebrations break the monotony of
everyday work pressure.
The Grievances
In order to create a supportive work atmosphere, ensure a prompt atmosphere; ensure a
prompt redresser of grievances. This reinforces an employees belief in the management
and in the fact, that no stone will be left unturned to identify and solve their grievances
and quickly as possible.
74
Salary
Employees feel that they are not being paid fairly .So the management should focus on
increasing the pay scale of these employees in order to retain the employees within the
organization.
75
Welfare Activities:
Though the environment and the infrastructure of the company are good enough for the
employees they still feel that the welfare activities conducted by the company are not at
the optimum level. Maybe this is one of the reasons for lack of communication between
employees of different departments/ divisions. Keeping this in mind the management has
to bring about an improvement in these activities for better interaction of employees.
Also there should be an improvement in the canteen facility.
Job Change:
The major reasons for an employee to take up a similar job in another company with a
similar pay scale could be the amount of stress, less opportunity for career growth due to
unsatisfactory appraisal system etc.
NOTE
Therefore in order to reduce the attrition rate the management should give a thought on
the above made recommendations
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COMMUNICATION
As an HR person must have this competency, I while my training was able to inculcate in
me the eye for detail.
HIGH PRESSURE
There is a very high pressure of recruitments in any organization so I learnt to work and
to be productive in the same pressure.
TEAM WORK
ENJOYABLE ENVIRONMENT
Instead of very high work pressure the employees used to celebrate all the events and
functions which made the work enjoyable.
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ANNEXURES
EXIT INTERVIEW FORM
EXIT INTERVIEW FORM
Employee Name
Employee Num
Division / Dept.
Job Title
Hire Date
Termination Date
Always
Usually
Sometimes Never
78
Good
Fair
Poor
( ) No
Comments:
79
80
SWOT ANALYSIS
The abbreviation SWOT stands for
S
:
Strengths
W
:
Weakness
O
:
Opportunities
T
:
Threats
So the SWOT analysis of the company reflects its internal efficiency and inefficiency and
its external favorable or favorable atmosphere within which it operates. 'The strength and
weakness are concerned with the operations of the company where as the opportunities
and threats are the business environmental factors that are beyond the control or the
company.
A SWOT analyze is the key to a successful Industry.
STRENGTH
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
SARAS Dairy is upgraded with the latest technology for processing & packing
of products.
81
xiii.
xiv.
From time to time incentive schemes for the booth agent/dealers are introduced.
xv.
WEAKNESS
Internal limitation that is creates strategic disadvantage. It is also an internal factor. The
weaknesses of SARAS DAIRY are following:
1.
Price decision is not matching as per market. Price of the milk is very high
with respect to its brand image.
2.
Lacking in the commission structure.
3.
Irregular supply of desired Milk and By products.
4.
Leakage cant be controlled hence it is indirectly affecting the profit margin
seller.
5.
Dealer/ Retailers problems are not sorted out completely.
OPPORTUNITIES
i.
ii.
iii.
iv.
v.
Strength becomes opportunity in the same sense like exit interview helps to
Procurement of milk from other village for make new society and increasing milk
process.
vii.
viii.
ix.
x.
The ratio of people drinking dairy milk is more than loose milk consumers (as
people are getting more aware about health & quality).
THREATS
Unfavorable conditions in the organization which creates risk and cause damage to the
organization. It is also and external factor.
The threats of SARAS DAIRY are following: i.
New competitors are entering in the dairy industry; it will be hard to maintain
the existing growth rate.
ii.
iii.
iv.
v.
dairy.
vi.
FINDINGS
The following findings are the out come of my survey: i.
ii.
Dealers /Retailers are not satisfied with the rigid leakage policy.
iii.
Many times due to excess of demand products couldnt be supplied on time.
iv.
Leakage should be controlled because it is indirectly affecting the profit margin
seller. Leakage should be minimized.
v.
Many booth agents complaints about irregular supply of desired Milk and
Byproducts.
vi.
Rate of commission is low then other dairy it should be
Increased.
vii.
Many time supplies of milk and by products are not getting timely by booth
agents.
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BIBLIOGRAPHY
BOOKS & REFERENCES:
a.
b.
c.
Magazines:
Business today
Economics times
WEBSITES:
www.saras-in.org
www.sarasattic.co.uk
www.saras-autism-diet.freeservers.com
www.saras-smiles.com/
www.sarastreasures.org/
www.sarashuman.com
GUIDED BY:
84