A RESEARCH PROJECT REPORT

ON

RECRUITMENT AND SELECTION SYSTEM

@
HURIX SYSTEMS PVT. LTD.

Compiled to the Mumbai University in the partial fulfillment of the requirement

for the award of the degree in

MASTERS OF MANAGEMENT STUDIES

Submitted By:
Miss. Eurekha Harold Borges
M.M.S-II HR
Roll No.: 20

Under the guidance of

Prof. Sujeesha Naidu

SFIMAR

St Francis Institute Of Management And Research, Mt. Poinsur,

S.V.P Road, Borivali (W) Mumbai
Batch- 2008-2010

ACKNOWLEDGEMENT

I feel privileged to have undertaken the project on Recruitment and Selection System of Hurix System
Pvt. Ltd . with special emphasis on Recruitment & Selection function. It has been a great learning
experience all throughout this project.

I would like to take this opportunity to thank Mrs. Charusila Singh (HR Manager-HL) and Mr.
Rajesh Sheoran (Sr. HR Executive-HL), my company project guide and Mr. Anil Periera (HR
Manager-HT), Mr. Lilesh Rao (Sr. HR Executive-HT) for helping me increase my knowledge in the
field of H.R. and for helping me throughout this period of two months.

Also, I would like to thank all the staff members of Hurix System Pvt. Ltd. who have helped me in
preparing this project report by helping me in my survey.

I am also grateful to my respected Director- Dr. Thomas Mathew and my well wishers for extending
kind co-operation in collecting various important data and assistance in the preparation of the project
that made a difficult task distinctly easier.

I would also like to thank Prof. Sujeesha Naidu, my college project guide for her valuable support &
guidance that helped me throughout this project. Her review of my work has ensured that it is now
ready for presentation.

I also express my deep sense of gratitude to Ms. Sangeeta Verma, placement co-ordinator in SFIMAR

EXECUTIVE SUMMARY

Today, in every organisation personnel planning as an activity is necessary. It is an important

part of an organisation. Human Resource Planning is a vital ingredient for the success of the
organisation in the long run. There are certain ways that are to be followed by every organisation,
which ensures that it has right number and kind of people, at the right place and right time, so that
organisation can achieve its planned objective.

For every organisation it is important to have a right person on a right job. Recruitment and
Selection plays a vital role in this situation. Shortage of skills and the use of new technology are putting
considerable pressure on how employers go about Recruiting and Selecting staff. It is recommended to
carry out a strategic analysis of Recruitment and Selection procedure.

With reference to this context, this project is been prepared to put a light on Recruitment and
Selection process. The purpose of this business report is to assess and evaluate the organisations
recruitment and selection strategy and make constructive recommendations for the improvement of the
organisations recruitment and selection process.

The organisation selected is Hurix Systems. Hurix is a global e-Learning consulting & solutions
company with operations in the United States and India. Both interview questions and a questionnaire
along with secondary were used to research and gather information about the organisations strategy for
recruitment and selection

This project includes an understanding of the Recruitment and Selection process followed at
Hurix, the forms used in this process. The research is conducted by studying and analyzing the
recruitment and selection practices with the help of a structured questionnaire and by conducting an indepth interview with the respective Sr. HR Executive at Hurix Systems.

Several issues were identified that the organisation needs to address in the recruitment and
selection process. Recruitment preparation needs to have a clear method of communicating requests for
vacant or new positions, alternative source of recruitment, increase the speed of the process, the
employee referrals should be attractive , HR should be involved in the interview process at all levels.
Finally, recruitment should be pre planned and create a motivational atmosphere to decrease staff
turnover and increase commitment

TABLE OF CONTENTS
1. INTRODUCTION
1.1.

About the Company...1

1.2.

Organization Chart.....3

1.3.

Dept. Intro......4

2. PROJECT INTRODUCTION
2.1.

Introduction....5

2.2.

Recruitment....5

2.3.

Selection.......10

3. RESEARCH METHODOLOGY
3.1.

Need for the study....18

3.2.

Objectives of the study....19

3.3.

Methodology....20

4. Recruitment and Selection at Hurix...22

5. DATA ANALYSIS AND INTERPRETATION....................35

6. FINDINGS & IMPLEMENTATION.....44

7. LIMITATIONS........47

8. RECOMMENTATIONS.....48

9. CONCLUSION.....50

10. REFERENCES**

11. ANNEXURES **

LIST OF TABLES

S. No.
1

Content
Referral award scheme

Pg. No.
25

Data Analysis
2

Source of recruitment

35

Time Taken for the Process

36

Awareness of Job Description

37

Awareness of Selection Process

37

Transparency of factors

38

Decision to Join Hurix

39

Recommendation to join Hurix

40

Parameters for recommendation

41

10

Efficiency of recruitment

42

LIST OF FIGURES

S. No.

Content

Pg. No.

Organization Chart

HR Department Chart

Types of recruitment need

Sources of Recruitment

10

Selection Process

11

Factors Affecting Recruitment

15

Headhunting Process

31

Data Analysis
8

Source of recruitment

35

Time Taken for the Process

36

10

Awareness of Job Description

37

11

Awareness of Selection Process

38

12

Transparency of factors

39

13

Decision to Join Hurix

40

14

Recommendation to join Hurix

41

15

Parameters for recommendation

42

16

Efficiency of recruitment

43

ANNEXURE

Sr. No

Contents

Timeliness for recruitment

II

People Requisition Request Form

III

Interview Evaluation Sheet

IV

Joinee Action Request

Personnel Checklist

VI

Reference Form

VII

Interview Question

VIII

Questionnaire of the Survey

INTRODUCTION TO COMPANY PROFILE

About the Company

Hurix Systems is a global e-Learning consulting & solutions company with operations in the
United States and India. They deliver cutting edge solutions to global organizations and Fortune
500 class companies. Form strategy to system construction and implementation, their
methodology and experience enables their client to derive the maximum benefits from their
investments in elearning.

Hurix Systems Private Limited was started in the year 2000 with six dedicated employees. Today
with its high speed data links and state-of-art computing infrastructure Hurix is a team of almost
400 employees with offices in Mumbai, Chennai and USA.

Hurix started with the dream of giving to the elearning market, futuristic, cutting edge
technology, solutions that would play the role of business drivers for the clients they work with.
They now cater to four specific markets namely education, learning, publishing and technology.
Featured in the Deloitte Technology Fast 500 Asia Pacific ranking in 2004 and 2005, as well as
the Red Herring 200 Asia list, Hurix Systems Private Limited is one of the fastest growing
technology companies in the Asia Pacific region. Hurix has proven capabilities in technology,
publishing, training, and education and has won numerous accolades including the Brandon Hall
Award.
Hurixs global reach spans the Asia Pacific markets of Korea, Singapore, and Hong Kong, as
well as North America and Europe. The company has offices in Chicago, London, and
Singapore.

Hurix has a long list of clients from vastly diverse industries. These include the likes of the
McGraw-Hill Group, Prentice Hall School, Scott Foresman, Pearson Learning Group, LG
Electronics, the Government of Singapore, Cathay Pacific, DHL Express, Infosys Technologies
Ltd., Johnson & Johnson, Kotak Mahindra Bank, and Pepsi.

Mission Statement:
To meet and exceed customer expectations by way of continuous technological and process
improvement through the development and retention of skilled and committed resources.

ORGANISATION CHART

Fig.1
3

DEPARTMENT INTRODUCTION

The objectives of Human Resource Department are Human Resource Planning, Recruitment and
Selection, Training and Development, Career planning, Transfer and Promotion, Risk
Management, Performance Appraisal and so on. Hurix Systems has a very dynamic and talented
Human Resource department, which takes care of a host of functions like recruitment,
employment policies, induction, compensation and benefits, reimbursements, performance
evaluation and training and development.

In Hurix HR has a generalist role i.e. right up from recruitment till exist of the employee. The
HR Department at Hurix (Mumbai Branch) is divided into two practice areas namely Hurix
Technology and Hurix Learning. Each area is handled by a Manager and Sr. Executive HR.

Fig. 2

Associate
Vice President
Human Resources

Hurix Learning

Hurix Technology

Manager HR
Mumbai

Manager HR
Mumbai

Sr. Executive HR

Sr. Executive HR

INTRODUCTION

Recruitment and selection are two of the most important functions of personnel management.
Recruitment precedes selection and helps in selecting a right candidate.
.
Right person for the right job is the basic principle in recruitment and selection. Ever
organization should give attention to the selection of its manpower. Every business
organization/unit needs manpower for carrying different business activities smoothly and
efficiently and for this recruitment and selection of suitable candidates is essential. Human
resource management in an organization will not be possible if unsuitable persons are selected
and employment in a business unit.

RECRUITMENT

MEANING:
According to Edwin B. Flippo, Recruitment is the process of searching the candidates for
employment and stimulating them to apply for jobs in the organization. Recruitment is the
activity that links the employers and the job seekers.


RECRUITMENT NEEDS ARE OF THREE TYPES

Fig. 3

Scientific Recruitment and Selection

Selection is important as it has its impact on work performance and employee cost. As
result scientific methods of recruitment and selection are extensively used for the selection of the
employees.

RECRUITMENT PROCESS
Recruitment refers to the process of identifying and attracting job seekers so as to build a
pool of qualified job applicants. The process comprises five interrelated stages, viz,
1. Planning.
2. Strategy development.
3. Searching.
4. Screening.
5. Evaluation and control.
6

STAGE 1:
RECRUITMENT PLANNING:
The first stage in the recruitment process is planning. Planning involves the translation of
likely job vacancies and information about the nature of these jobs into set of objectives or
targets that specify the (1) Numbers and (2) Types of applicants to be contacted.

Numbers of contact:

Organization, nearly always, plan to attract more applicants than they will hire. Each time a
recruitment Programme is contemplated, one task is to estimate the number of applicants
necessary to fill all vacancies with the qualified people.

Types of contacts:

It is basically concerned with the types of people to be informed about job openings. The type of
people depends on the tasks and responsibilities involved and the qualifications and experience
expected.

STAGE 2:
STRATEGY DEVELOPMENT:
When it is estimated that what types of recruitment and how many are required then one
has concentrate in (1). Make or Buy employees. (2). Technological sophistication of recruitment
and selection devices. (3). Geographical distribution of labour markets comprising job seekers.
(4). Sources of recruitment. (5). Sequencing the activities in the recruitment process.

Make or Buy:

Organization must decide whether to hire less skilled employees and invest on training and
education programmes, or they can hire skilled labour and professional.

Technological Sophistication:

This decision is mainly influenced by the available technology. The advent of computers has
made it possible for employers to scan national and international applicant qualification.
Although impersonal, computers have given employers and job seekers a wider scope of
options in the initial screening stage.

Where to look:

In order to reduce the costs, organizations look in to labour markets most likely to offer the
required job seekers.

STAGE 3:
SEARCHNG:

When to look:

An effective recruiting strategy must determine when to look-decide on the timings of events
besides knowing where and how to look for job applicants.
Once a recruitment plan and strategy are worked out, the search process can begin. Search
involves two steps

A). SOURCE ACTIVATION:

Typically, sources and search methods are activated by the issuance of an employee
requisition. This means that no actual recruiting takes place until managers have verified that
vacancy does exist or will exist.

B). SELLING:
In selling the organization, both the message and the media deserve attention. Message
refers to the employment advertisement. With regards to media, it may be stated that
effectiveness of any recruiting message depends on the media. Selection of medium or media
needs to be done with a lot of care.
8

STEP 4:
SCREENING:
Screening of applicants can be regarded as an integral part of the recruiting process,
though many view it as the first step in the selection process. The purpose of screening is to
remove from the recruitment process, at an early stage, those applicants who are visibly
unqualified for the job. Effective screening can save a great deal of time and money. The
techniques used to screen applicants vary depending on the candidate sources and recruiting
methods used.

STAGE 5:
EVALUATION AND CONTROL:
Evaluation and control is necessary as considerable costs are incurred in the recruitment
process. The costs generally incurred are: 1. Salaries for recruiters.
2. Management and professional time spent on preparing job description, job specifications,
advertisements, agency liaison and so forth.
3. The cost of advertisements or other recruitment methods, that is, agency fees.
4. Recruitment overheads and administrative expenses.
5. Costs of overtime and outsourcing while the vacancies remain unfilled.
6. Cost of recruiting unsuitable candidates for the selection process.


Sources of Recruitment

Fig. 4

SELECTION
Selection is defined as the process of differentiating between applicants in order to identify (and
hire) those with a greater likelihood of success in a job. Selection is basically picking an
applicant from (a pool of applicants) who has the appropriate qualification and competency to do
the job.

10


SELECTION PROCESS
Selection is along process, commencing from the preliminary interview of the applicants
and ending with the contract of employment.
The following chart gives an idea about selection process: - (Fig. 5)
External Environment

Internal Environment

Rejected Application

Preliminary Interview

Selection Tests

Employment Interview
Reference and Background
Analysis

Physical Examination
Selection Decision

Job Offer
Employment Contract
Evaluation

11

Environment factor affecting selection: Selection is influenced by several factors. More prominent among them are supply and
demand of specific skills in the labour market, unemployment rate, labour- market conditions,
legal and political considerations, companys image, companys policy, human resources
planning and cost of hiring. The last three constitute the internal environment and the remaining
form the external environment of selection process.

STEP 1: PRELIMINARY INTERVIEW

The applicants received from job seekers would be subject to scrutiny so as to eliminate
unqualified applicants. This is usually followed by a preliminary interview the purpose of which
is more or less the same as scrutiny of application, that is, eliminate of unqualified applicants.
Besides, preliminary interview, often called courtesy interview, is a good public relation
exercise.

STEP 2: SELECTION TEST:

Job seekers who pass the screening and the preliminary interview are called for tests.
Different types of tests may be administered, depending on the job and the company. Generally,
tests are used to determine the applicants ability, aptitude and personality.

STEP 3: INTERVIEW:
The next step in the selection process is an interview. Interview is formal, in-depth
conversation conducted to evaluate the applicants acceptability. It is considered to be excellent
selection device. It is face-to-face exchange of view, ideas and opinion between the candidates
and interviewers. Basically, interview is nothing but an oral examination of candidates. Interview
can be adapted to unskilled, skilled, managerial and profession employees.

Objectives of interview: Interview has at least three objectives and they are as follows: 12

1) Helps obtain additional information from the applicants

2) Facilitates giving general information to the applicants such as company policies, job,
products manufactured and the like
3) Helps build the companys image among the applicants.

STEP 4: REFERENCE CHECK:Many employers request names, addresses, and telephone numbers of

references for

the purpose of verifying information and perhaps, gaining additional background information on
an applicant. Although listed on the application form, references are not usually checked until an
applicant has successfully reached the fourth stage of a sequential selection process.
Previous employers, known as public figures, university professors, neighbours or friends
can act as references. Previous Employers are preferable because they are already aware of the
applicants performance.
Organizations normally seek letters of reference or telephone references. The latter is
advantageous because of its accuracy and low cost.

STEP 5: SELECTION DECISION:After obtaining information through the preceding steps, selection decision- the most critical of
all the steps- must be made. The other stages in the selection process have been used to narrow
the number of the candidates.

STEP 6: PHYSICAL EXAMINATION: After the selection decision and before the job offer is made, the candidate is required to undergo
a physical fitness test. A job offer is, often, contingent upon the candidate being declared fit after
the physical examination. The test assists in determining whether an applicant is physically fit to
perform the work.

13

STEP 7: JOB OFFER: The next step in the selection process is job offer to those applicants who have crossed all the
previous hurdles. Job offer is made through a letter of appointed. Such a letter generally contains
a date by which the appointee must report on duty. The appointee must be given reasonable time
for reporting. Thos is particularly necessary when he or she is already in employment, in which
case the appointee is required to obtain a relieving certificate from the previous employer.

STEP 8: CONTRACT OF EMPLOYMENT: After the job offer has been mad and candidates accept the offer, certain documents need to be
executed by the employer and the candidate.
There is also a need for preparing a contract of employment. The basic information that should
be included in a written contract of employment will vary according to the level of the job.
Alternatively called employment agreements or simply bonds, contracts of employment serve
many useful purposes. Such contracts seek to restrain job-hoppers, to protect knowledge and
information that might be vital to a companys healthy bottom line and to prevent competitors
from poaching highly valued employees.

STEP 9: CONCLUDING THE SELECTION PROCESS: Contrary to popular perception, the selection process will not end with executing the
employment contract. There is another step amore sensitive one reassuring those candidates
who have not selected. They must be told that those who were selected were done purely on
relative merit.

STEP 10: EVALUATION OF SELECTION PROGRAMME: The broad test of the effectiveness of the selection process is the quality of the personnel
hired. An organization must have competent and committed personnel. The selection process, if

14

properly done, will ensure availability of such employees. How to evaluate the effectiveness of a
selection programme? A periodic audit is the answer.

Factors Affecting Recruitment

The recruitment function of the organizations is affected and governed by a mix of various
internal and external forces. The internal forces or factors are the factors that can be controlled
by the organization. And the external factors are those factors which cannot be controlled by the
organization. The internal and external forces affecting recruitment function of an organization
are:

Factors Affecting Recruitment

Fig. 6

15


Recent Trends in Selection:

New trends have been emerging in selection techniques along with other areas of human
resources management. The recent trends in selection include:
1. Selection by invitation
2. Leasing and
3. 3600 selection program.

Selection by Invitation:
Management observes the performance of key executives of competitors. If the
performance of key executives is excellent or the key executives are change agents, the
management invites such executives to join the organization by offering attractive salary
and benefits. Thus, the significant performance of the executives forms basis for selecting
them by invitation.

Leasing:
Presently the organizations need to employ specialists to take-up the highly skilled jobs.
In fact, the changes in technology demand highly skilled employees. It would be very
difficult to small organizations to employ the skilled employees as they demand high pay.
Added to this employees may not have enough work. These factors enabled the
consultancy organizations to employ experts and depute these employees to the needy
companies on lease. These consultancy organizations are principal employers and the
needy organizations draw the required employees from the pool on lease and pay the
agreed fee to the consultancy firms. The consultancy firms pay the salary to the
employees.

This type of arrangement is beneficial to the consultants, employees on lease and the
industrial organizations. The business organizations can utilize the services of the experts
with less cost. The employees get high pay and benefits. The leasing company derives
surplus from its charges and fees.

16

3600 Selection program:

Normally superiors administer the selection tests and interviews. They judge the fit
between the job and the candidate. But the employee skills, knowledge and performance
affect not only superiors but also subordinates and the employees of the same level.
Hence, the organizations started involving the subordinates and the employees of the
same level in administering the employment tests and interviews. This type of selection
program is called 3600 selection program.

17

NEED FOR STUDY

Better recruitment and selection strategies result in improved organizational outcomes. The more
effectively organizations recruit and select candidates, the more likely they are to hire and retain
satisfied employees


Measures for attracting that manpower in adequate numbers to facilitate effective selection
of an efficient working

To select and place right candidate

To seek improvement in the current recruitment and selection system

To reduce the complication involved if any

To create a desired impression of the organization

To retain work force

Timeliness: HR should maintain the timeliness of the process

Process analysis The immediacy and speed of the recruitment process are the main
concerns of the HR in recruitment. The process should be flexible, adaptive and responsive
to the immediate requirements. The recruitment process should also be cost effective.

18

OBJECTIVES OF THE STUDY

The objectives of my study are as follows:

To study and understand the recruitment and selection practices at Hurix Systems

To determine the effectiveness of recruitment and selection system

To identify and curtail the gaps in the timeliness of recruitment procedure

19

RESEARCH METHODOLOGY

Research Design:The research design used for the study is descriptive & exploratory research.

Exploratory research would include

Secondary data analysis

In-depth Interviews

Descriptive research would include:

Structured Questionnaire

Data Collection:Both primary as well as secondary data collection methods would be used to collect data.

Primary Data Collection:Interviews and Questionnaire would form a source of primary data.

Secondary Data Collection:Secondary data would be collected through
Internet
magazines
Recruitment and selection policy of the company
Employee database
20

 Applicant Tracking files

HR Manual

Sampling:
Population
For this survey, people from different position who have gone through the recruitment and
selection process at Hurix. The employee strength at Hurix Mumbai branch is 120.

Sample size

40 Employees.

Sampling Technique
Non probability sampling would be used to determine the sample.

Non probability Sampling:

Judgmental Sampling (for questionnaire):

Organization will decide which employees are to be surveyed.

Questionnaire:Questionnaire was framed using:

Open ended as well as close ended questions i.e. Fixed-alternative questions are framed

21

RECRUITMENT AND SELECTION AT HURIX

SYSTEMS PVT. LTD.

Purpose:
Describes the activities involved in a recruitment process.

Scope:

Recruitment need identification and people and people requisition request

Recruitment and selection

Offer appointment

Inputs:

People requisition request

Applicant tracker

Timeliness for requirements

Interview assessment form

Annual manpower plan

Joining checklist

Joinee action request form

22

Procedure of Recruitment and selection process

Recruitment Need Identification & People Requisition Request

It is the responsibility of the Project Manager to:

Identify the resource in consultation with the Resource Manager and give the People
Requisition Request with all details to Human Resources.

The resource request is in line with the Annual Manpower Plan of the Company.

A mail is sent to the HR regarding the requirement

Recruitment & Selection

It is the responsibility of Human Resources to:

Process the request and intimate the Project Manager of the likely time the resource will
be met.

Call applicants for the initial short listing by administering selection tests and or
telephonic interview (as applicable) and arrange for the Technical interviews (Refer
Interview Assessment Sheet) and subsequently the final interview with the Management.

Prepare an applicant tracker for each position.

Offer of Appointment
It is the responsibility of Human Resources to:

Interview the selected candidate for salary negotiation.

Make a job offer to the selected candidate and send the Joinee Action Request form
(Refer Joinee Action Request Form) to the Project Manager.

The Joinee Action Request form is to be sent to the Project Manager as soon as the
candidate accepts the offer. (Refer Joining checklist)

23


Reference /Background check

Reference check is done before the job is offered to the candidate i.e. after the test and technical
interview. Reference check is carried out so as to know the validity of details provided by the
candidate

Background check is done once the employee joins the organization. Background check is
required so as to check the code of conduct, the discipline and other such work related areas of
the employee

Measurement and Verification

Recruitment activity are audited during Internal Quality Audit.

Equal Employment Policy

Equal Employment for all qualified persons and not discriminate against any team members or
applicant for employment because of religion, sex, age, disability, or any other status.

This policy applies to recruitment, promotion, training, transfer, retention, scale/level of pay and
all other details and conditions of employment.

Job Analysis
Normally the HOD gives job description which is reviewed every year during the appraisal

24

REFERRAL AWARD SCHEME

Table 1
Level

Referral award in
Rs.

L1

20,000/-

L2

15,000/-

L3

15,000/-

L4

10,000/-

L5

5,000/-

Resume are forwarded via email or a hard copy

Resume are sent for a vacancy that exists and declared by HR
Resume forwarded to the HR are acknowledged
There is a start and close date for forwarding referrals. Referrals are applicable only on or
before the due date.
If more than 2 members recommend a candidate than the employee who recommended the
candidate first gets the award

Eligibility for the award is as per the candidates appointment in the company.

Referrals has to go through the same selection process as others

25

 25% of the amount is received on the joining in that months salary and rest on completion of
3 months of employment.
Referring and referred member should be on payroll , hence notice will stand void
HR and senior management are not eligible for referrals
PMs/Tech leads who refer and evaluate them for their PAs will not be eligible for the
amount.
Immediate family members and other direct blood relation are not allowed.
HR will inform the members referring the candidate by mail on the day of joining

26

RECRUITMENT

Type of recruitment
The recruitment system at Hurix is of two types:

1. Planned:
This is a case whenever the company has developed a new product or is in the phase of
expansion. The Management/Head decides upon the number of people to be recruited and the
level of positions.

2. Unexpected:
These vacancies arise out of promotion, resignation, transfer etc. They are very well known as
replacement. The people requisition to this position are not be given by the HOD. These
vacancies are automatically filled by the HR.

Recruitment Process

Planning:
Recruitment is planned when the company develops a new product or is in the phase of
expansion. Planning is done in terms of number and type of candidate for employment

Target is to attract more number of candidates so as to select best from the alternatives. The type
of candidate to be looked for is also defined.

After estimation of the types of recruitment and number of candidates required, company
concentrate in:

27

1. Make or Buy employees:

Normally the company recruits trained professionals with at least a years experience. The
company is into it; hence the person has to be technically perfect

2. Technological sophistication of recruitment and selection devices

The company takes help of the computers for preparing database and different type of trackers.
Computers are also used for initial screening process

3. Geographical distribution of labor markets comprising job seekers

For lower level the company looks at local and regional market and national market for
management level

4. Method of recruitment to be used

The method of recruitment is standard but sometime depends upon the level of the position and
cost of recruitment.

Strategies
Depending upon the level and type of position/designation the recruitment and selection process
differs. Some positions have only an interview process as a selection process and instead of
technical test; aptitude test is conducted for certain positions

Sources of Recruitment

INTERNAL:
Hurix uses internal sources for recruitment but on a limited basis otherwise normally it uses
external sources extensively for its recruitment purposes. Let us have a look at the internal
sources in detail

1. Present employees:
28

This source is normally the first choice among the internal sources. This source implies filling up
the position from among the present employees by way of promotions and transfers.

2. Employee referrals:
This is a very good source of internal recruitment. Employees can develop good prospects for
their families and friends encouraging them to apply.

Employees from all groups except from Human Resources and senior management are eligible to
refer their friends / ex-colleagues / references / relatives for vacancies both current and future
in the organization

Notice for employee referrals are given through mail. An advertisement is prepared and send to
all the employees via mail as given in newspapers

EXTERNAL:

1. Recruitment consultants

Hurix normally uses these sources at certain level or when there is a need because of lack of
time, to achieve specialist help in its recruitment process.

2. Print Media Advertisements:

Hurix is planning to advertise through newspaper. Currently is in the process of finalizing the
print media (newspaper) to be used for recruitment.

3. Outstation recruitment:
Outstation recruitments are conducted by Hurix by calling the candidates to their office and
taking the required tests and interviews as per a process. If the person is unable to come then
there is a telephonic interview taken for initial screening and online test is given to the candidate.

29

4. Websites:
Hurix uses a variety of subscribed and unsubscribed websites to create a pool of a variety of
candidates for various posts. Here are the examples of few such websites
www.mosterindia.com

www.naukri.com

www.hurix.com: It forms a part of the career option, details about the job is mention along with
job description and specification as well

5. Walk-ins:
This is the most common and least expensive approach for candidates is direct applications, in
which job seekers submit unsolicited application letters or resumes. This also is one of the
sources which Hurix uses for its recruitment purposes.

6. Educational institute
Hurix has used campus recruitment for certain position such as HR, Marketing, and Project team.
Hurix is also planning to recruit from institute that provides specific course i.e. MAAC, Arena.
The Process of Campus recruitment is Aptitute Test, Group Discussion and Interview.

Response
No acknowledgement is sent to the candidates who apply for the job.

Headhunting/ poaching process

Headhunting process at Hurix is as follows.

The line manager provided the HR with the name of the person or details of the company from
where they require the candidate.

30

The candidate is then approached by the HR manager. It is the responsibility of the HR manger
to convince the person for the meeting. Once the time scheduled is finalized, then hence forth it
is the responsibility of the VP to convince that person for accepting the job offer. If the details of
the person to be poached is not available than job is offered to the employee of that company and
details are extracted from him.

Headhunting Process

Fig. 7

According to the Sr. HR executive, Naukri portal is the best source of recruitment for Hurix
because of the number of candidates available and user friendliness

31

THE SELECTION PROCESS:

STEPS:
INITIAL SCREENING:
After receiving the profiles of candidates through the sources as listed above, the matching
profiles as per the specifications.
The techniques used to screen applicants vary depending on the candidate sources, recruiting
method and the position applied for. Initial screening is done by taking telephonic interview.

APPLICATION FORMS
There is no application form for candidates who attended the interview/test. Recently an
application form is drafted for teachers, who will work as a Subject Matter Expert. This is for the
new project undertaken under e-learning
One of the competitors of Hurix has application forms as a part of their selection process

EMPLOYMENT TESTS:
Tests are conducted which provides further information to the organization about the candidate
and assists them in selection.
The tests are normally technical or aptitude tests The short-listed candidates are administered
with these tests. The candidates who pass the test are then interviewed for the technical fitment.
The tests are mandatory for all the candidates who are below managerial level position

INTERVIEWS:
Technical interview Candidates who pass the test are made to appear for a technical interview
in which their technical competence is evaluated for the requirement and is captured by the
32

Technical interviewer in the Interview Feedback Form. Their skill fitment is done and suitability
to the project concerned is established through the interview. The short listed candidates will be
forwarded to HR interview as further selection process.
Business Head Interview Business Head will evaluate / interview Project Managers and above
positions.
HR interview If short listed in technical interview, the candidate then appears for an HR
interview, verification of his credentials, salary drawn and expectations are recorded. After the
interview is done, if the candidate is selected, then a salary cum designation fitment is done on
the basis of comparable data of the employees in the organization. Sometimes HR interview is
taken for the purpose of initial screening at higher level positions
Besides these there are also some other interview that are conducted by Hurix. They are:

Depth interview

Stress interview

Panel interview
These interviews are taken as per requirement. They have a room allocated for conducting the
interview

REFERENCE CHECK The reference check for candidates is done simultaneously with
extending the offer. The Recruitment cell conducts a formal / informal reference check with the
candidates referrals

SELECTION DECISION - The selection decision depends upon the line manager/Head of the
department whether it is the selection criteria to be used or final decision of employment. Only
shortlisted candidates are informed of their selection

33

OFFER & NEGOTIATION A formal offer of employment is extended to the finally selected
candidates.
FOLLOW-UP & JOINING The Recruitment Cell does a follow up with the candidate who is
extended an offer to ensure candidate is joining within the stipulated time

CONTRACT OF EMPLOYMENT - Under this an appointment letter is signed and the code of
conduct is given. Specific documents are collected from the employee as proof of details
provided

INDUCTION - When an employee joins the organization briefing about the job, timings and
leaves is given. Induction program is carried on when there are 5 10candidates joining or after
1 month whichever is earlier

HR Challenges for recruitment and selection at Hurix

Stiff targets
Time Taken for the test to be evaluated
Length of the process

Attrition Rate
Attrition rate of Hurix is about 5% p.a

34

DATA ANALYSIS AND INTERPRETATION

1. Source of recruitment
Table 2
Job Portal

16

Campus

Employee Referral

10

Others

10

Fig.8

40% of Hurix employees are sourced from Job portals followed by employee referrals and
other source of recruitment like consultants, newspaper advertisement and Aspire Infolabs.
Campus recruitment forms only 10% of the employee strength

35

2. Time taken from call for interview till issuance of offer letter/communication of
selection.

Table 3
1 3 week

26

3 week 1 month

1 month 2 months

more than 2 months

Fig. 9

Normally the time taken for the recruitment and selection process is 1-3 weeks. There are
certain levels of position which currently required time for recruitment. The designations are
content writer, software programmer, system architect, Module leader, Business
Development trainee and Quality Engineer.

3. Selection process gone through

Normally the selection process followed at Hurix is test, technical interview, HR interview,
this differs for different positions. Apart from the normal selection process, practical test and
interview with the HOD/VP also form a part of selection process.
36

4. Were you given/ aware of your job description before getting selected?
Table 4
Yes

34

No

Fig. 10

85% of the employees surveyed were aware about their Job description while 15% had no
clue about their Job description.

5. Were you aware of your selection process to be carried out?

Table 5
Yes

27

No

13

37

Fig. 11

Only 67% of the employees were aware of the selection process to be carried out while 33%
had no clue about the selection process

6. Was the transparency maintained in:

Table 6
Parameters

Yes No

About the company

35

Selection Process

28

12

Job details

31

Designation

32

38

Fig. 12

Transparency was also maintained about the company and designation to be given. However
2 10% of the employee felt that there was no transparency maintained.

7. What helped you in taking decision to join Hurix?

Table 7
Job description

26

Salary package

Positive remarks about Hurix

10

Attended/Impression of HR

Others

39

Fig. 13

According to the survey 58% of the employee joined Hurix because of their job description,
this was the most encouraging factor followed by positive remarks about Hurix. The other
factors that encouraged employees in joining Hurix are the work culture and salary. The
Impression of the HR was the least factor to join Hurix.

8. Will you recommend anybody to join Hurix?

Table 8
Yes

39

No

40

Fig. 14

97% of the employee would recommend prospective candidates to join Hurix while 3% felt
otherwise.
If yes, rate the following on a scale of 1 to 5 (1 being good and 5 being bad)

Table 9
Parameters

Ratings
1

Employee referrals

11

14

Atmosphere at workplace

14

Motivation level

19

Quality of job

14

41

Fig. 15

Parameter that encourages employees for recommending others to join Hurix is

The atmosphere of the workplace, it is the foremost factor that helps the employees to
recommend others followed by employee referrals and motivational level. Quality of job is
the least factors that would encourage an employee to recommend anyone to join Hurix

9. Is the recruitment and selection process at Hurix efficient enough in getting the right
candidate compared to other e-learning companies?

Table 10
Yes

36

No

Can't Say

42

Fig. 16

90% of the employees feel that the recruitment process at Hurix is efficient enough to
attract and place right candidate for the right job and is in line with the e-learning industry
while 7% of the employee think that their recruitment and selection system needs
improvement.

10. Suggestions for improvement (if any):

Some of the major suggestions offered by the employees for improving the recruitment
process at Hurix are as follows:

1. Time taken for the first round at Hurix should be reduced

2. To increase the motivational level of the employees there should be a system for
identification of performers and reward for their performance.

3. There should be more transparency of the system in the company

4. Career growth path should be disclosed to the candidates in selection process.

43

FINDINGS

People Requisition
The requirements are given through mail and not by filling the people requisition form with the
specification and approximation to the employee their looking for.

Recruitment Planning
Standard source of recruitment is adopted. The source of recruitment or the recruitment strategy
is not planned.

Forms
There are various forms which ensure proper documentation of details of recruitment and
selection process. Application form which is the part of the interview process is not filled in
Hurix. As per the data collected one of the competitors uses application form before the
interview in its selection process.

Source of recruitment
Job Portal forms a major source of recruitment. Compared to Monster, Naukri is found to be
more useful in terms of the number of candidates and user friendliness.

Employee Referrals
The employee referral scheme of Hurix is based on level of the position while that of its
competitor is based on experience. The employee referrals in the competitors organization is
known as Buddy Scheme

Selection process
As per the survey conducted, the selection process is effective and in line with the e-learning
industry. The selection process includes test, technical interview and interview with the HR,
which is same as one of its competitors.
44


Test Results
The outcome of the Test result takes a long time. Test checking is outsourced and done
manually. Hence good candidates are lost because of delayed test results.

HR Interview
HR Interview is normally taken for the higher level. For lower level HR comes into picture only
for negotiation part.

Awareness
As per the survey conducted, few people were unaware of the job description as well as the
selection process at Hurix. Few people had no clue about the company and the designation to be
given.

Reimbursement
There is no reimbursement policy for outstation recruitment followed at Hurix unlike other
learning company.

Time Taken for recruitment and selection

The time taken for completion of a particular position is within the time frame. Especially
attention need to be paid to the recruitment and selection system of Software Programmers
because as per the survey conducted the recruitment and selection process took 1-2 months and
that of a Business Development trainee took more than 2 months. According to Hurix timeliness
of recruitment none of the position crosses more than 50 days. In case of software Programmer it
should not exceed 45 days.

Reason of Joining
Job description was the main factor for the candidates to join Hurix followed by Positive remarks
about Hurix. Job description is reviewed every year at appraisal

45


Organizational Fit
Employees would recommend other candidates to join Hurix mainly because of the work
atmosphere. This shows that there is an organizational fit.

Efficiency
As per the survey, recruitment and selection process at Hurix is efficient and inline with the
elearning industry

Induction
Hurix has a proper induction program for new joinee who covers details about the company and
their job

Attrition
The employee turnover at Hurix is 5% pa. This shows employee satisfaction at workplace

IMPLEMENTATION
Notification:

Notification such as the address and time scheduled for test/interview once finalized is sent
through mobile sms site 160by2, which have save cost and time of recruitment. 50 messages can
be sent in day through this site.

46

LIMITATIONS

Limited sample size: Sample size is limited only to Mumbai office

Incorrect Information: Bias on the part of the Employees or reluctance in disclosing

correct information.

Time factor: Due to the time constraint, employees have marked the option in haste,
which might not give a real picture of the recruitment and selection process.

47

RECOMMENDATION
Sources of Recruitment:
Following source of recruitment can be added so as to reach out to the right candidate.

Professional Magazines: Job posting can be done in computer technology related
magazines.

Social Networking sites like the learned man etc should be used. This will help in posting
the job at a reasonable cost and it also targets niche candidates

Institute Tie-ups: Institute such as Symbioses and SNDT that provide e-learning course
and other such institute that provides the right kind of trained candidate

Part-time college going students:
College student normally opt for part-time or freelance job like the one at call centre.
This source of recruitment can be used when no training is required to be given and the
job that does not involved much technicalities

Job fairs:
Job fairs can give reach to mass amount of candidate that can act as a good database

Communication:

Automated response should be generated for receipt of applicants

Rejection mail should be sent to candidate with the time frame of re-appearing for the
test/application

48


Career path: Every candidate who is offered a job should know their career path. This
will help in attracting candidate and retaining them.

Candidates should be informed about the stages in the selection process.

Once the email is received from the concerned person regarding the requirement, a soft
copy of the people requisition request should be sent. A printout of people requisition
request form should be duly signed with the date affixed on it or else the HR should fill
the form with the necessary details and pass it to the concerned person for signature.

Speed:

Time of selection: To reduce the time of selection, test result should be declared as early
as possible. A time frame should be mentioned in the contract.

Also an in-house customized application for technical test could be implemented which
would evaluate the result immediately, to fasten the selection process.

Others:

HR should be involved in the interview process at all level to check the organizational fit
of the candidate. A panel interview can be conducted in this case which will comprise of
the Technical and a HR person

Preplanned recruitment strategies: source of recruitment should be pre decided

Employee referrals should be revised from time to time so that it encourages employee to
recommend candidates to the organization.

Reimbursement Policy: A reimbursement policy should be designed and implemented for
outstation recruitment. The policy must be framed for Manager level and above.
49

CONCLUSION

The human element of organization is the most crucial asset of an organization. Taking a closer
perspective -it is the very quality of this asset that sets an organization apart from the others, the
very element that brings the organizations vision into fruition. The essence of recruitment can
be summed up as the philosophy of attracting as many applicants as possible for given jobs.
The face value of this definition is what guided recruitment activities in the past.

Thus, one can grasp the strategic implications that the manpower of an organization has in
shaping the fortunes of an organization. This is where the complementary roles of Recruitment
and Selection come in. The role of these aspects in the contemporary organization is a subject on
which the experts have pondered, deliberated and studied, considering the vital role that they
obviously play.

The end result of the recruitment process is essentially a pool of applicants. Next to recruitment,
the logical step in the HR process is the selection of qualified and competent people. As such,
this process concentrates on differentiating between applicants in order to identify and hirethose individuals whose abilities are consistent with the organizations requirements.

The reader will do well to note that the transition between the 2 activities is not stringent. The 2
activities basically neither have one aim- to yield a perfect employee for the organization nor are
these activities typecast. Every organization tailors the processes keeping in mind the nature of
the organization, its needs and constraints.

In this project, it has been found that the organisation has a sound understanding of what
processes need to be used in order to achieve effective recruitment and selection. In addition to
this, several issues have been identified within the recruitment and selection process that need to
be addressed by the organisation.

50

REFERENCES
Book References:

Human Resource Management - K Ashwathappa

Magazines:

HRM Review (July 2006)

HRM Review (August 2006)

Links:

http://www.citehr.com/174124-recruitment-process-different-companies.html

www.thelearnedman.com

http://recruitment.naukrihub.com/

http://www.scribd.com/doc/9625694/RecruitmentSelection?__cache_revision=1231652476&__user_id=-1&enable_docview_caching=1

ANNEXURE I
TIMELINESS FOR RECRUITMENT

Positions

Min. Working days

Max. Working days

Instructional Designer

20

45

Technical / Content Writer

15

45

Project Manager

15

45

Technical Editor

20

45

Entry Level

Graphic Designers / Artist

15

45

Systems Analyst

20

50

Software Engineer /
Programmer

20

45

Support Group Personnel

15

45

Quality Manager

20

45

Others

15

45

ANNEXURE II
PEOPLE REQUISITION REQUEST FORM

People Requisition Request Form

Job Title:
Job Type Fulltime/Contract
(mention period):
Job Purpose:

Job Responsibilities:

Qualifications

Graduation

Post Graduation

Specialist Qualifications
Experience

Kinds of Projects Undertaken

Any Specific Client-Interface Requirement

Target Companies

Target Date of Joining:

Name and Signature

QMS\GEN\TMPL\PPRQ\100

Date

Confidential

Page 1 of 1

ANNEXURE III
INTERVIEW EVALUATION SHEET

Position

: _____________________

Candidate Name

: _____________________

Initial Evaluation
Done By: _____________________ Date: ___________________________
Educational Qualifications:
Particulars

Yes / No

Comments (Branch/Stream/Subjects etc.)

Graduate
Post Graduate
Engineering
MCA
MBA
Other Certifications etc.
Interviews:
First Interview Date

Interviewer

Second Interview Date

Interviewer

Third Interview Date

Interviewer

Fourth Interview Date

Interviewer

Interviewers Ratings (1 to 5)
Position Requirements

QMS\GEN\TMPL\EVAL\200

(1 being the highest and 5 being the lowest)

1

Confidential

Page 1 of 3

ANNEXURE III
INTERVIEW EVALUATION SHEET

QMS\GEN\TMPL\EVAL\200

Confidential

Page 2 of 3

ANNEXURE III
INTERVIEW EVALUATION SHEET
Comments:
First Interview

Second Interview

Third Interview

Fourth Interview

QMS\GEN\TMPL\EVAL\200

Confidential

Page 3 of 3

ANNEXURE IV
JOINING ACTION FORM

PAH / Functional Head

Delivery Manager/ PM /
Reporting Head
New Member Name

Category

 Employee

 Trainee

 Contract

Designation
Date of Joining
Employee ID
Level/Code
Practice Area / Dept
Group
Sub Group
Software Required

MS-Office XP Prof.

 MS-Office XP Std

 Open Office

PhotoShop 7

 Flash5.0

 Flash MX

Director 8.0

 Director 8.5

 Director MX

I Author

 Dreamweaver 4

 Quark Express

VB .Net

 Oracle Client

 Sql Client

RoboHelp

 Soundforge

 ERWin

Adobe Acrobat Writer

 Toad

 WS Ftp Client

Edit Plus

 MS Project

 Perl

Macromedia Studio

 Hgrabit

 Interwise

 WinZip

 VSS


Airtel Connection*
Mail Group(s)

Docent Outliner
No

Other Instructions:

PA Head/ Functional Head

Signature :
Submitted On

* Please refer to Reimbursement Policy on HurixNet/QMS

To be completed by TI
Created By
Created On
E-mail ID
HurixNet ID
Domain ID

ANNEXURE IV
JOINING ACTION FORM

ANNEXURE V
Personnel Checklist

Member Name

Member Code

Date of Joining

Designation

:
Particulars

Sr.
No

Received
Yes

No

Reminder Date/s

Education certificates

Class X

Class XII
Graduation
Post graduation (If applicable)
Other/Additional Qualification

Employment Proof (previous company)

Employment/Experience Letter

Appointment Letter

Resignation Letter (duly accepted)

Relieving letter

Employment Salary Proof

Salary certificate (Comp. Structure)

Last Salary slip

Full & final Settlement

4 Photos (passport size)

Copy Of Passport

Copy Of PAN Card

Hurix Set
Resume
Interview Assessment Form
Offer Letter
Copy of Terms & Conditions
Appointment Letter
Confirmation Letter
Salary Increment Letter
Promotion Letter (Designation)
Appraisal Form

Any Other Letters/ Notes/Reports

PIP Progress Review Report

Confidential

Page 1 of 2

Jul. 15, 09

ANNEXURE V
Personnel Checklist

Confidential

Page 2 of 2

Jul. 15, 09

ANNEXURE VI
REFERENCE CHECK FORM
Applicants Name

Person contacted
Designation
Phone No
Email id
Company
Date

1. What was her/his designation?

2. What were the job duties and responsibilities of the position?

3. How would you describe her/his work performance? (Consider asking about quality,
quantity, initiative, work ethics, the ability to work with very little direction and in a fast
paced environment, etc.).

4. What strengths does she/he have that would enable success in the position we are
considering her/him for?

5. Are there any areas of improvement she/he could focus on to become more effective at
work, something perhaps we might be able to help her/him with should she/he become a
UCAR employee?
6. Tell me about her/his ability to get along with others.

7. Why did she/he leave?

8. What was her/his duration of stay with the Company?

9. Would you rehire her/him?

10. Any additional comments, which you feel, might be helpful to us in making our decision?

References completed by: _ _________________

Date : __________________

ANNEXURE VII

INTERVIEW QUESTIONS FORMAT

1. How does the organization decide that the position actually needs to be filled?
2. What process is used to perform a job analysis? How often are job descriptions
reviewed?
3. Who is involved in this recruitment and selection process?
4. Do you have a requisition form for vacant or new positions?
5. What process is used for internal recruitment?
6. Once you have identified that a position will be filled externally, how do you
determine. What method of recruitment should be used?
7. Do you have an Internet site? If yes, do you use the Internet site for recruitment?
8. Do you use employment consultants?
9. How is the notice for employee referrals
10. Which source of recruitment do you find the best and why?
11. If you require applications and resumes to be sent in, do you acknowledge the
application?
12. Is the selection criteria developed by the HR manager?
13. Does the application form apply to all types of employees?
14. Do you use interviews as part of your recruitment process?
15. What type of interview process do you use?
16. Do you have a specific room to conduct interviews in?
17. What process is used to notify applicants of the outcome?

18. Do you notify all applicants even if they are unsuccessful?

19. Does the recruitment and selection strategy differ for each category?
20. Headhunting process
21. Do you have an orientation program?

22. Do you have an evaluation process for recruitment & selection?

23. Barriers of HR in Hurix
24. How would you rate the turnover of staff in your organization?

ANNEXURE VIII

QUESTIONNAIRE FORMAT

Name:

Gender:

Designation:

Department:

Years of service:
==================================================================

1. Source of recruitment
o Job portal
o Campus
o Employee Referrals
o Others: ___________________

2. Time taken from call for interview till issuance of offer letter/communication of selection.
o 1 3 week
o

3 week 1 month

o 1 month 2 months
o more than 2 months

3. Selection process gone through

o Test
o Technical interview
o HR interview

o Others:_______________________

i) a & b

ii) b & c

iii) a & c

iv) all the above

4. Were you given/ aware of your job description before getting selected?
o Yes
o No

5. Were you aware of your selection process to be carried out?

o Yes
o No

6. Was the transparency maintained in:

o About the company

Yes

No

o Selection Process

Yes

No

o Job details

Yes

No

o Designation

Yes

No

7. What helped you in taking decision to join Hurix

o Job description
o Salary package
o Positive remarks about Hurix
o Attended/Impression of HR
o Others:________________

8. Will you recommended anybody to join Hurix

o Yes
o No

If No (specify)____________________________

If yes, rate the following on a scale of 1 to 5 ( 1 being good and 5 being bad)
o Employee referrals

1 _ _ _ _ 5

o Atmosphere at workplace

1 _ _ _ _ 5

o Motivation level

1 _ _ _ _ 5

o Quality of job

1 _ _ _ _ 5

9. Is the recruitment and selection process at Hurix efficient enough in getting the right
candidate compared to other e-learning companies?
o Yes
o No

10. Suggestions for improvement (if any):

___________________________________________________________________________