I –RECRUITMENT

INTRODUCTION ABOUT THE I -RECRUITMENT

The success of most of the today’s business depends more on human assets than on physical or
financial assets. Buildings, equipments manufacturing facilities and most technologies can be
readily purchased, but the human talent and know how needed to drive our knowledge based
industries are much harder to come by. Good hiring decisions create a foundation for effective
performance. Conversely, bad hiring decisions drag down performance and are expensive and
painful to correct. In summary, effective hiring and personnel retention are the two bases of
future organizational well being.

Hiring a business process- a set of activities that seeks and attract pool of people from which
qualified candidates for job vacancies can be chosen. It is to define the job requirements, recruit
promising candidates, interview evaluate the candidates, make an offer and hire them. It is not
just about locating and hiring the best talent but, to hire the right talent having the right attitude.

In MSIL there are two main sources of recruitment:

SOURCES OF RECRUITMENT IN MSIL

Campus recruitment Selected empanelled

Lateral recruitment
campuses Consultants, Job sites Employee referral
I-RECRUITMENT -“EVOLVING FACE OF RECRUITMENT”
The buzzword and the latest trends in recruitment is the “I-Recruitment”. Also known as “Online
recruitment”,.” it is the use of technology or the web based tools to assist the recruitment
process. The tool can be either a job website like naukri.com, the organization’s corporate web
site or its own intranet. Many big and small organizations are using Internet as a source of
recruitment. They advertise job vacancies through worldwide web. The job seekers send their
applications or curriculum vitae (CV) through an e-mail using the Internet. Alternatively job
seekers place their CV’s in worldwide web, which can be drawn by prospective employees
depending upon their requirements.

The two kinds of e- recruitment that an organization can use is –

 Job portals – i.e. posting the position with the job description and the job specification on the
job portal and also searching for the suitable resumes posted on the site corresponding to the
opening in the organization.

 Creating a complete online recruitment/application section in the companies own website. -

Companies have added an application system to its website, where the ‘passive’ job seekers can
submit their resumes into the database of the organization for consideration in future, as and
when the roles become available.

Four step approach on I- recruitment

1. Attract Candidates

2. Sort Applications

3. Make Contact

4. Close the deal

ADVANTAGES OF I –RECRUITMENT
 Lower costs to the organization. Also, posting jobs online is cheaper than
advertising in the newspapers.

 No intermediaries.

 Reduction in the time for recruitment (over 65 percent of the hiring time).

 Strengthens the company’s brand value.

 Improved efficiency of recruitment process.

 Gives a 24*7 access to an online collection of resumes.

 Online recruitment helps the organizations to weed out the unqualified candidates
in an automated way.

 Recruitment websites also provide valuable data and information regarding the
compensation offered by the competitors etc. which helps the HR managers to
take various HR decisions like promotions, salary trends in industry etc.

DISADVANTAGES OF I-RECRUITMENT

 Screening and checking the skill mapping and authenticity of million of resumes is a
problem and time consuming exercise for organizations.
 There is low Internet penetration and no access and lack of awareness of internet in
many locations across India.
 Organizations cannot be dependant solely and totally on the online recruitment
methods.

Currently, this source is not utilized to its potential at MSIL. A huge scope of
improvement is present in this area so as to aid in the recruitment process and using it
more effectively and efficiently
The overall process followed is described below:

Understanding HR recruitment process

Converting the requirements into a dream project

Understanding the ‘future state model’& e -recruitment software

Finding out the gaps and

other issues

Coordinating with the IT

System testing
issues

Website upgrade

Training to employees
 STAGE -1

 UNDERSTANDING HR RECRUITMNET PROCESS

 REQUIREEMNT OF HR AT MSIL FROM THE ONLINE

RECRUITMENT SYSTEM

 “ FUTURE STATE MODEL” BY ORACLE

 E- RECRUTIMENT SOFTWARE PACKAGE
The project was started with understanding the overall HR recruitment process followed at MSIL
so as to understand the requirements and problems faced by the recruitment team. After this the
e-recruitment ERP package was explored and understood. There was an envisioned future state
model on the basis of which e-recruitment was customized.

HR RECRUITMENT PROCESS

Hr recruitment process is divided into four stages:

A. MANPOWER BUDGET:

This process is mainly required for the manpower planning process which forms the backbone of
the entire recruitment department. In consonance with the three year business plan the
consonance is given by all the divisions about their requirement for manpower. The requirement
is discussed with the MEO’s next year. After the manpower numbers are freezed, the list is
handed over to the hr department to identify the cost included in the overall process. The ringi
approval is taken for the budget. In case of additional manpower required during the year, the
ringi approval is taken and forwarded to HRD.

B. RECRUITMENT:

The recruitment plan initiates as per the manpower plan/ employee resignation/recruitment/new
vacancy creation. Then the position profile format is filled up in consultation with the functional
head of the concerned department. Then the searching begins with the help of the job sites,
consultants, references by the employees, internal database and search agencies, depending on
the number and type of requirements.

C. SELECTION:

The CV’s received through different sources are screened by the hr and are sent to the concerned
department for short listing. The short listed candidates are then called for interview. A monthly
interview calendar is maintained by checking the availability of the department head and division
head. It is also ensured that the candidates are aware of the job profile and the key
responsibilities. Final confirmation from the candidate is taken one day before the scheduled
interview. Venue booking and travel reimbursement is also taken care of. Interview schedule is
mailed to the panel one or two days prior to interview. Gate pass entries and other formalities
are also done a day prior to interview. Application format is to be filled in by the candidates and
is ensured that it is complete in all respects. There are three levels of interview, which are taken
by the Department Head and the General Manager, HRD. If the candidate is selected, a brief
about the work culture, compensation, joining related questions, career growth, performance
assessment and expectations to the new joinees is conveyed. For positions of manger and above,
the interview is taken by the MEO’S and DPMs. Profile of the candidate is discussed well at the
time of the interview.

D. HIRING:

Once a candidate is selected by the interview panel, discussion of salary and compensation issues
along with the brief about MSIL and related systems and processes is given and an offer letter is
given. If the offer is accepted, HR coordinator prepares and verifies a letter of Intent for
Employment (LOI ) the offer is initiated by DPM (HRD) approved by MEO (Admn)

The following set of documents is sent through courier and through email to the candidate :

 LOI

 Joining form

 Presentation containing the formalities and stay arrangements and orientation programs

Other formalities like medical test and orientation is conducted before the new joinee is placed to
his/ her appropriate department

REQUIREMENTS OF HR AT MSIL FROM THE ONLINE RECRUITMENT

SYSTEM

Step1 Vacancy creation: Hr manager should be able to create vacancy as per the requirement
received. Vacancies should float on the external website so that the candidates are able to view
the current vacancies and apply online. All main information should be there about job
description, skills needed etc.

Step 2 Candidate view: Applicants should be able to view the open vacancies and also apply
them. In case suitable vacancy is not there then there resume should stay at MSIL’S database.
Uploading of their resumes and editing their profiles should be feasible. After applying
automated replies are sent to them.
Step3: Search for candidates: If the applied applicants are not up to the mark the HR manager
should be able to search the database for ideal candidates. Hence algorithm should be
incorporated on a variety of parameters like qualification, work experience etc.

Step 4: Recruiter’s view of application in MSIL format and its assessment: The hr manger
should be able to view candidate’s application and be able to make necessary changes at any
stage. They should have the full accessibility to the documents attached.

Step 5: Screening and short listing of CV: The CVs are sent to the HR and then sent to
concerned department. If at any point rejection is made then the reason for rejection is given.
Feedback to candidates through emails is sent. The short listed CV should be sent to the DPM of
the division. The DPM along with the other team members view the profile of the short listed
candidate and sends a mail to the HR department regarding the acceptance or rejection so that the
hr department can take decisions regarding the interview dates.

Step 6: Interviews and assessments: remainder emails should be sent to the entire panel
regarding the interview date. The necessary changes regarding cancellation and change in
schedule should be considered and informed to the candidates too. The interview process takes
place and levels of interview are decided accordingly. Is the candidate is not selected the reasons
for rejection are told then and there only.

Step7: Offer letter: Once the candidate is selected the LOI is given to them. If the candidate
does not accept the letter of intent for employment the reasons for rejections are asked. The
candidate who accepts the LOI is given the joining letter and further details about the induction
and orientation program are conveyed.
 STAGE - 2

 SYSTEM ANALYSIS

 OBSERVATIONS

 ISSUES

The next step involved analyzing the system by mapping it to the recruitment process. Problems
were identified and all issues were listed down by taking care of the hr requirements and scope
of the software. The issues were related to the incorrect and incomplete processes, field’s values
and logic.
FUTURE STATE MODEL:
The future state model is developed by oracle. The design is a full cycle recruitment solution.
The manager could access the entire functionality .they can post and manage vacancies and
process a candidates application. An applicant registers on web site and provide a minimum
amount of personal information. They can post their resumes and apply for jobs.

A. MANPOWER PLANNING: The planned ERP module had the provision for the entire
system to work efficiently. The business units perform the following functions:

 Create manpower budget as per manpower plan

 Headcount for different jobs and department

 Gap analysis between headcount budgeted and actual head count available

B. RECRUITMENT: The ERP module designed contains the following modules:

 Vacancy creation: Department coordinator would raise the vacancy for approval by the
divisional head. He would enter all the required information e.g. manager, location,
organization, job title, position, grade, professional areas etc. Skills requirement and
maximum and minimum qualifications are also to be entered for the vacancy. The
recruiter’s name and team member’s information can also be entered which the HRD can
view and modify. Posting details can also be entered which will be visible on the internal
and external site. Candidates can also apply for the vacancy from the site.

 Vacancy approval: Division head needs to approve the vacancy. Once the vacancy is
approved, a notification is sent to HR.If the vacancy is updated, approval is further
required. HR will update the vacancy with agency information and any other detail.

 Identify recruitment source: Advertise the vacancy with the job posting details,
campus recruitment, through e- recruitment site by entering the basic details , uploading
resume job basket, applying for job, placement agencies can also upload their resumes ,
internal employees can refer an applicant through internal job posting.
C. SELECTION: The ERP module has designed two sub processes namely short listing
candidates and interview scheduling.

 SHORTLISTING CANDIDATES: The main work of this module is to check the

eligibility criteria and shortlist the candidate on the basis of it. First of all, the candidates
searched from the applicants who have directly applies against a vacancy, those who are
registered with recruitment and resumes uploaded by consultants. After this a query is run
and report is generated to identify the applicants who are meeting the eligibility criteria

 INTERVIEW SCHEDULING: In this the hr team will enter the interview team and an
alert mail would be sent to the entire team. Also the updating the applicant status after the
interview along with appropriate reason – first interview second interview, offers,
accepted etc

D. HIRING: The ERP business for hiring has only one module which is hiring process which
contains the process of offer rollout and hiring.

First of all the status of the applicant is changed to offer selected candidates

Then, the offer letter is generated and is sent through mail merge

Once the offer is accepted, the applicant status is changed to accept. Also,

On joining a check list of the documents submitted by the employee and send an alert
mail if some documents are not submitted by some specific date.
I-RECRUITMENT ERP SOFTWARE

There are two types of applications in ERP. One with the Oracle HRMS suite and second with e-
recruitment package.

APPPLICATIONS

ORACLE HRMS E- RECRUTIMENT

PACKAGE

Out of ten applications discussed below seven came with the Oracle HRMS and the
three are with the E-recruitment module. Out of these only 5 are customized and are
in working condition

Oracle HRMS

 Enter and Maintain- customized

 Requisition and Vacancy- not customized: This application is used in
manpower planning. It is used for raising
 Applicant Quick Entry- not customized
 Mass update of Applicants- customized
 Hiring Applicants- not customized
 Recruitment Activity- not customized
 Request Recruitment Letter- not customized

I - Recruitment

 Create Vacancy-customized
 Searching for Vacancy-customized
 Searching for Candidate-customized
APPLICATIONS OR USAGE
MODULES

Requisition and vacancy It handles the manpower planning. It is used for raising for a
vacancy. A requisition has to be first raised and saved then only
vacancies can be entered. The name, type, description, no. of
openings along with the grade, position, location and budget
measurement has to be entered.
Create a vacancy This application handles the recruitment stage. This module is
developed by the IT department of MSIL. In this ever vacancy
has a unique code attached to it. In this, the basic details required
for the job are created along with the job posting details so that
the vacancy is visible on internal and external portals. However,
there are few problems in the application.
Searching for vacancy This application handles the recruitment stage. The vacancies are
open also for the employees of Maruti who are looking for a job
shift. These vacancies are visible on the internal portal at MSIL.
The searching of candidates is done with the help of filters like
vacancy name, job title, maximum and minimum qualification
etc.
Searching for candidate This application is used in selection stage .It is used for
searching candidates for a particular vacancy. The main key
words that are used in searching are professional area, agency
name, employment status minimum and maximum qualification
etc.
Applicants quick entry This application is used in selection stage .All the applicants that
come for the interview have to be entered in the system so that
their status can tracked from time to time.
Mass update of applicants This application is used in selection stage. In case a lot of
applicants previous module is not fruitful as it might take lot of
time so here this application is best.
Enter and maintain This application is used in selection stage. It is used for
scheduling the interviews who have applied for the profile.
Multiple interviews and remainder mails can be sent to all the
panel members and candidates.
Hiring applicants This application is used in hiring stage. It contains the facility to
enter the details of person being hired. It also contains a check
list of documents that have to be submitted till a due date after
which an alert will be raised
Request recruitment letter This application is used in hiring stage. It is an offer letter that is
given to the selected candidate. The offer letter is generated
against a vacancy. Details like name, applicant’s number are
required.
Recruitment activity This application is used in hiring stage. It is used to define either
single recruitment activity or groups of activities. Recruitment
 activity can be associated with the organization or one or more
vacancies. The cost involved with any activity can be recorded
and monitored through this application

THE LOGIC PROCESS FOLLOWED IN I-RECRUITMENT

 STAR

Create vacancies, basic details, skill requirement, recruitment team, details jo

Vacancy creation by HR+ vacancy floated on external and internal portals
Through e-recruitment
Manager – create vacancy

Through e-recruitment
Candidate
online
to upload their resume in MSIL format +.doc file
Basic details in MSIL format upload resume, edu. Qualification, work experience
web portal

Search for the candidates through the database as well as those directly applied.
Through e-recruitment
Manager –search for
candidates and search for
vacancies

Screening of the CVs by HR and then sent to the concerned department

Through e-recruitment
Manager search for vacancies
+ HRMS –mass update of all
applications

Interview panel formation + interview scheduling

Through HRMS – people—
ENTER AND MAINTAIN

Offer +report generation

Through HRMS – Request
recruitment letter + e-
recruitment manager-- report
STOP

SYSTEM ANALYSIS
Tools and methods used for understanding and analyzing the entire process are:

 Constant inputs from the recruitment team MSIL

 Exploring ERP software

 Creating a live vacancy through create vacancy form so as to see the

functioning of the ERP

 Constant touch with the IT department to understand the system

GENERAL PROBLEMS:
The general problems are not related to the e recruitment but exist because of human presence
and are an important part if failure of the ERP system.

 Lack of coordination between the IT and HR department

 No training to HR after development

 Lack of proper integration and testing

 Lack of time by HR employees

MODULE OBSERVATIONS ISSUES

Create vacancy  Application exists in ERP  Create vacancy is not
account of hr manger only visible in every division
so only he can create manager’s account
vacancy.  Lot of job titles are not
 Lot of problems in the present
forms  In recruitment team
 Names of the fields are not selection, names are not
self explainable e.g. level complete: surnames are
expected etc missing
 Maximum and minimum  No approval from
qualification fields are not functional head
active.  Links from one stage to
 In Job posting format other not existing
vacancy name does not
come under fixed field
Searching for  Update of vacancies  Update of the profiles of
vacancies possible the candidate is possible
Main criterion used:  Update of the profiles of too
 Vacancy name the candidate is possible  Update of vacancies
 Job title too possible
organization  Error is displayed while  Consultants cannot
 Creation date running the process but no upload the resumes
 Manager reason is given  Error in performance
Searching for  Filters of qualification is  Update of the profiles of
candidate not working the candidate is possible
Main criterion used:  Lot errors are displayed too
 Professional area  Update of the profiles is  Update of vacancies
possible possible
 Minimum  Update of vacancies
qualification possible  Filters are not working
 Maximum  Candidate are searched on correctly
qualification the basis of criterion  No logic in
 Employment “qualification” filter:
status candidates with no
 Resume keyword qualification are also
stage being mentioned in the
 Agency name application

Searching for candidate  Filters of qualification  Update of profiles of

Main criterion used: is not working candidates possible
 Professional area  Lot errors are  Update of vacancies
displayed possible
 Minimum qualification  Update of the profiles  Filter are not working
 Maximum is possible properly
qualification  Candidate are searched  No logic in
 Employment status on the basis of ‘qualification’ filters:
 Resume keyword criterion candidates without any
qualification are also
mentioned in the form.
 STAGE -3

 IT COORDINATION
 “I- RECRUITMENT “TESTING
This stage comprises of coordinating with the IT department to get the issues sorted out testing
the software time to time and giving back the feedback.

START

Listing all the

issues

Submitting it to IT

Follow up for up
gradation

System testing

STOP

IT COORDINATION
A list of issues and problem were listed down as per the requirements of HR and I-Recruitment,
not as per the future state model and I-Recruitment. The list is enclosed in appendix.

Once the issues were sorted out, the list was sent to the IT department and constant follow up
was done. also, a lot of data to be prepared and given by HR was submitted and changes in the
dropdown and values was done.

Changes were made in the following fields:

 Professional area Applicant status

 Reasons for rejection

ISSUES THAT COULD NOT BE RESOLVED
 Some of the fields could not be changed as they were being taken directly from the
employee database. For e.g. incomplete names of the employees. It was entered
incompletely on the rolls of the company and hence no changes could be made to it.

 Search criteria’s could not be increased. Reason given was that the ERP package cannot
be customized to our needs and it’s not possible to add new fields and search criteria’s.

 Consultants cannot upload their resumes in bulk. New id is to be created for each
candidate

 Automatic rejection mails are not going instead of providing the format

 Incomplete profiles are still allowed to enter through net.

I -RECRUITMENT TESTING
Once an issue was sorted out and system had been upgraded, a system testing was done so as
to ensure its proper upgrade. In case of any problems, it was communicated back to the IT.
 STAGE -4

 BENCHMARKING OF DIFFERENT COMPANY”S

LAYOUT

 CONTENT LAYOUT

 CONTENT FORMATION
 LINKING TO MSIL WEBSITE

This stage primarily dealt with the upgrading the MSIL website. The efforts aimed at making the
website more informative and meaningful to the prospective applicants.
To start with the upgrading process, a benchmarking was done. Websites of other global and
local market leaders were visited and a comparative analysis was done. The results brought out
the best features of other companies. On the basis of this, a content layout and a career sitemap
was developed. Content layout was prepared and inputs from the heads and senior management
were taken and incorporated. Link to the “I –Recruitment “portal was given. Applicants can
come, view postings and post their resumes.

START

Benchmarking

Deciding the layout

Content formation

Linking of I recruitment
with website

STOP

NEED FOR UPDATING THE WEBSITE

There were a lot of reasons that made it important to upgrade the website content.

 Information about the HR vision and its philosophy was not present.

 Expectations of HR and our basic requirements / eligibility needed to be shared.

 Loosing of the prospective candidates who are more comfortable in applying online.
BENCHMARKING
Companies chosen for benchmarking were market leaders in segments ranging from IT to
FMCG to Manufacturing

Manufacturing companies: Mahindra and Mahindra , Toyata ,Tata Motors,Fiat,General

Motors.

FMCG: HUL, ITC

Others: Google

The parameters used for benchmarking were:

 Areas covered

 Content quality

 Visual and graphical quality

CONTENT FORMATION
Content was written an approved from the managing heads and was put on the website.

Liking of I- recruitment

I-recruitment was linked to the main website so that the prospective candidates can come and
view the job postings and can upload their resume on the net.

PURPOSE OF THE STUDY

In order to have an unending source of talent, a software package called e recruitment

was brought in and customized. This software has a user interface which is linked to the
external website. The software aimed at providing easy accessibility to all the users
(prospective candidates and recruitment team)

Following are the purpose of the study:

A. To understand the problems and issues which led to the low acceptability

 Understanding the requirements of HR through its processes

  Understanding the software application
 Finding out the gaps

B. To resolve the following issues:

 Providing a robust back and CV management system

 Streamlining the processes with the system
 Making the software more user friendly

C. To make the application more friendly and to increase its acceptability

 Upgrading the MSIL’S website and linking the ERP system with the website.
 Training audience(hr employees) about e recruitment

METHODOLOGY:

The proposed methodology for this project (Effectiveness of e recruitment at MSIL) is all
through the primary data. All the necessary information is provided by the company guide
HRD and other people of the HR department and IT department associated with E
recruitment.

For the project ERP Implementation or HRIS all the information was taken through the
primary data i.e. from the personal files of the employees maintained by HRD department.
The missing information was taken directly from the employees either on phone or by giving
them a personal data forms to be filled by them.

LIMITATIONS OF THE STUDY

Following are the limitations of the project-

 There were no manuals to study the ERP system so it became very difficult
task to find out the applications and their working.

 Insufficient data.
  Technicalities involved with the system.

 Postponement of deadlines by the IT department

CONCLUSION
The HR process and I recruitment was carefully understood and gaps in their functioning were
identified. With the help of effective coordination with the IT department, careful testing and
follow up along with the setting up of deadlines most of the issues were resolved. Some of the
problems could not be resolved considering the flexibility and extent of customization feasible in
an ERP package

The recruitment team was given appropriate training so as to equip themselves with all the tools
required to work on the software package. Careers selection of MSIL website was revamped
carefully keeping in mind the necessary information to be shared and not shared with the
prospective applicants. Vacancies were floated on the website and resumes of interested
candidates were invited.

OPPORTUNITIES AHEAD:

 Uploading vacancies on different job sites from I- Recruitment in itself

 CVs from various job sites to come directly through I –recruitment

 Offer letter to be generated from the application

 Comprehensive database from all job sites and keeping their track from it.