A PROJECT REPORT ON

“EMPLOYEE DATABASE MANAGEMENT”

FOR

(COMPANY NAME) SOFTWARE INDIA PVT LTD

SUBMITTED BY

PRANAV POTNIS

ROLL NO:

SUBMITTED TO

UNIVERSITY OF PUNE
In partial fulfillment of the requirements for award of

MBA

MARATHWADA MITRA MANDAL’S

INSTITUTE OF MANAGEMENT EDUCATION RESEARCH

AND TRAINING

BATCH 2009-2011
 Student Declaration

I Mr.Pranav Potnis, of MBA, Roll No. 24 hereby declare that the project work
titled Employee database management , which has been submitted to
University of Pune is an original work of the undersigned and has not been
reproduced from any other source.

Date Signature

Place Name

Roll No.
 Table of Contents

Chapter No. Title Page Number

1 Company Profile
2 Employee Record Keeping
3 Employee Record keeping at (Company

Name)
4 Objectives
5 Research Methodology
6 Presentation of Data
7 Data Analysis
8 Observations and Findings
9 Suggestions and Recommendations
10 Conclusions
11 Annexure
 1. Company Overview

Company Profile

(Company Name) was founded in 1982 by visionary computer scientists. The

company has evolved to become one of the world’s largest software companies
with more than 17,500 employees in more than 40 countries. We provide
security, storage and systems management solutions to help our customers –
from consumers and small businesses to the largest global organizations – secure
and manage their information-driven world against more risks at more points,
more completely and efficiently than any other company.

Corporate Overview

Information is the lifeblood of today’s connected world. It plays a critical role in

our personal lives and drives our businesses. Each year, the amount of
information we create increases exponentially and securing and managing our
information-driven world becomes even more important and challenging.
Customers are increasingly concerned about how to protect their increasing
amounts of information – from digital photos to business critical data.
(Company Name)™ is a global leader in providing security, storage and systems
management solutions to help our customers – from consumers and small
businesses to the largest global organizations – secure and manage their
information against more risks at more points, more completely and efficiently
than any other company. Our company’s unique focus is to eliminate risks to
information, technology and processes independent of the device, platform,
interaction or location.
Global Presence

(Company Name) is committed to delivering global solutions that meet local

needs. To do that, we have operations in more than 40 countries, including
research and development facilities and 24x7 Security Operations Centers and
Security Response Labs located around the world. (Company Name) has
established some of the most comprehensive sources of Internet threat data in the
world through the (Company Name) Global Intelligence Network. This network
captures worldwide security intelligence data that gives (Company Name)
analysts unparalleled sources of data to identify and analyze, to deliver
protection and provide informed commentary on emerging trends in attacks,
malicious code activity, phishing, and spam.

Software and Services Portfolio

(Company Name)’s portfolio of software and services protects completely, in

ways that can be managed easily and with controls that can be enforced
automatically – enabling confidence wherever information is used or stored. Our
market-leading solutions help customers ensure that their information is secure
and well-managed.
(Company Name)’s Norton™ brand of award-winning Consumer Products for
individual users, home offices and small businesses focus on delivering online
protection for our customers, their systems and the things they value most –
photos, documents, videos, and music – without compromising system
performance. Our Norton brand of products and services range from Internet
security and backup and recovery solutions to PC tune-up and PC help services
that assist our users to resolve their computer problems and allow

Security and Compliance focuses on providing large, medium and small-sized

organizations with solutions for information risk management, endpoint security
and management and data loss prevention. Our standardized security and
management solutions ensure that information, infrastructure and processes can
be protected, managed and controlled across physical and virtual platforms.
(Company Name) Global Services offers deep technical knowledge and expert
resources including Managed Services18, Enterprise Support, Education and
Consulting Services. With an expert staff of professionals and an extensive
partner network, we help customers address information security, availability,
storage, and compliance challenges from the

Corporate Responsibility

(Company Name) is committed to fulfilling our core purpose of securing and

managing your information-driven world with full attention to and respect for
ethical operation, the environment, and positive societal impact. (Company
Name) is vigilant in maintaining strong governance and ethics policies and
procedures. We encourage energy conservation and waste reduction throughout
our operations and also provide software and services to help customers manage
their own energy and emissions impacts.

At a glance

• Founded in April 1982

• IPO on June 23, 1989

• 353 on Fortune 500 list

• More than 18,500 employees worldwide

• Global Headquarters in Mountain View, Calif.

• More than 900 global patents.

Vision and Mission Statement of HR Department

Vision – An inclusive, multicultural, environmental, rich in diversity and

enriched by diversity, where potential of every employee is realized and where
diversity is not only valued but recognized both internally and externally as the
company’s distinct competitive advantage.

Mission – To increase awareness of the value of diversity and the power of a

unified, multicultural work force where individuals’ difference and unique
perspectives are respected and leveraged in order to achieve business objectives.

Products offered by (Company Name)

(Company Name) offers numerous products in different categories as follows

 Antivirus (Endpoint Protection)

 Antivirus Corporate Edition

 Antivirus for Caching

 Antivirus for Mac

 Antivirus for Messaging

 Antivirus for Network Attached Storage

 Asset Management Suite

 Backup Exec

 Backup Exec for Windows Small Business Server

 Backup Exec System Recovery Desktop Edition

 Backup Exec System Recovery Linux Edition

 Bright mail Gateway

 Bright mail Gateway Small Business Edition

 Bright mail Message Filter

 Bright mail Traffic Shaper Client Management Suite

 Command Central Disaster Recovery Advisor

 Control Compliance Suite

 Critical System Protection

 Data Loss Prevention

 Endpoint Encryption

 Endpoint Protection

 Endpoint Protection for Windows XP Embedded

 Enterprise Security Manager

 Enterprise Vault

 File Store
 Ghost Solution Suite

 Hosted Email Archiving

 IM Manager

 Information Foundation

 Mail Security for Domino (Multi-Platform Edition)

 Mail Security for Microsoft Exchange

 Mobile Antivirus for Windows Mobile

 Mobile Management

 Mobile Security for Simian

 Mobile Security Suite for Windows Mobile

 Multi-tier Protection

 Multi-tier Protection Small Business Edition

 Netback up

 NetBackupPureDisk

 Obscener Analytics

 Package Studio

 PCAnywhere

 Premium Antis am
 Protection Center

 Protection for SharePoint Servers

 Protection Suite Advanced Business Edition

 Replication Exec

 Scan Engine

HR Department in Symantec
2. Employee Record Keeping

Maintenance of Personal file

There are three reasons why proper record keeping is a requirement for
employers. The first is simply that it makes good business sense to have accurate
information handy and organized when you want to use it. The second reason is
that most business owners and managers will eventually encounter the need to
produce documentation about employee performance and work history. Having
the proper records to retrieve is vital when the need presents itself. And, the third
reason: Some employee records are legally required and must be kept
somewhere. Organizing them by employee name makes access easy.

There are some important cautions to be given about the subject of identifiable
employee information. Generally, state laws permit employees the right to
examine their personal employment records. This simply allows individuals the
opportunity to confirm information in the file and identify any specific
information which is believed to be incorrect. Employees are not universally
guaranteed the right to copies of all file contents, however. As the employer, you
usually have the right to control the time and location of these examinations as
long as you are reasonable in doing so. The objective, of course, is to ensure
accuracy of information about each person. In most states, ownership of the
personnel file and its contents rests with the employer who maintains it.

Access to information about employees should be strictly limited to those people

in your business with a need to use the information in their job. Make sure that
you store personnel files in a secure location and that they are not left unattended
even during the business day. When asked by people outside the company to
provide "verification" of certain employment information about your employees,
make it a practice to confirm only the information your employees have
authorized you to release. Employee authorization should be in writing and
specify the information they wish you to reveal.

Personal File maintained in the office generally has following documents

 Resume / Job application from the employee

 Photocopies of Education credentials. 

 Photocopy of Experience certificates.

  Clearance letter or acceptance of resignation from last employer.

 Last Pay Slip or any other evidence of last pay.

 Employment Application form

 Interview Evaluation Sheet 

 Employment Requisition form

 Employment Approval form

 Identity Card

 2 passport size photographs.

  Offer letter

 Joining report

 Appointment Letter (Contract Letter in case of a contract employee)

  Confirmation letter

 Job Description

Need and Uses of Employee Record Keeping

1) Maintaining the hard copies of the employee documents is legally mandatory

2) Any information about the employee can be easily retrieved as and when
needed

3) Records can be sent for background verification and fake records can be
known

4) It is helpful for the managers to refer to academic qualification, past

experience

5) For the company, the duly signed documents by the candidates like
confidentially report, declarations are necessary

Ways of maintaining Employee database

1) Hard copy (Personal file)

2) Soft copy

3. Employee Database management at

(Company Name)
Employee Database Management at (Company Name)

1) Hard Copy

As required by law and also in order to keep the complete record, (Company
Name) maintains the employee information in the form of personal file. Personal
file is prepared after the new joinee undergoes the induction process carried out
by HR personnel. The required documents to be carried during the induction are
communicated to the employee via means of email and also the offer letter.

The following documents are kept in the personal file

 Offer Letter

 Confidentiality agreement

 Employee declaration

 Personal and professional information

 Educational documents
  Past work experience certificates

 Medical reports

 Provident fund form

 Gratuity Form

 Application blank

 Resume

 Criminal Verification documents (if any)

 Identification proofs

 Address proofs

 Passport Copy

2) Audit tool

It is the online application developed by (Company Name) as a step towards

paper-free work environment. It is the tool which stores the complete employee
information online. It basically consists of the checklist of the documents in the
personal file. Entire data of is fed in the system. It is done for individual
employees. The basic information is entered of the employee such as Date of
birth, Date of joining, Employee ID and whether the employee is fresher or
experienced.
The tool keeps three types of records

1) Checklist of documents

It gives the report of documents present of missing in the personal file. (Refer
the list of Documents)2) Academic Information – It gives the information about
the past academic records of the employee. It also captures the information about
the other courses studied by an employee like Java, Oracle and SAP etc

3) Past experience

It gives the information about the past work experience employee has.

The information is fed company wise with designation and period.The desired
record can also be edited in case the documents are submitted after the specified
date or late.

The editing of the records is an important application in the audit tool

3) Soft Copy

Certain documents submitted by the employee are scanned and converted in to

soft copies. These are later uploaded on the tool developed by the company. This
is one of the moves of the company towards better environment and ‘Go Green’
project

These copies can be easily referred by the HR personnel worldwide anytime as

and when required
It offers various advantages to the company

1) Instant retrieval of data

2) Easy background verification

3) Cutting down the expenses by saving the paper

4) Facilitates performance appraisal, checking the documents, referring the

CVs

5) Saves bandwidth of HR personnel as everything is available online

4) SymPeople

SymPeople is basically online software used by HR department in capturing

the basic employee information, allotting the employee ID, co-ordination
between different offices of (Company Name), Leave management etc.

This tool is developed by Oracle by the name of PeopleSoft HRIS and is

being used at (Company Name)
Employee File audit tool
Edit Employee Record
Edit Employee Record
Upload Scanned Documents
Different Reports
 4. Objectives of Study

Objective of the Study

1) To study the process of employee database management at (Company

Name)

2) To set the benchmarking for employee database management by studying

its process in industry, especially IT.
3) To recommend any changes to the company in order to improve the
process of Employee database management currently followed in the
company
 5. Research Methodology

Research methodology

Research in common refers to search of knowledge. One can also define research
as a scientific and systematic search for pertaining information on a specific
topic. Research is a careful investigation or enquiry especially through search for
new facts in any branch of knowledge. Research is an academic activity and as
such the term should be used in technical sense. It is manipulation of things,
concepts, and symbols for purpose of generalizing the correct or verifies the
knowledge.

Research design

As per the topic given by the company, I had to study the current and general
Employee database management procedure at the company.

For my study, I prepared a short questionnaire and based on which I conducted

the survey of the major players in the software industry

Research method

For the research of my project the research instrument was the questionnaire
prepared by me and approved by the concerned company authorities

Method of collecting data

The most desirably approach with regards to selection of the methodology

depends on nature of particular problem time and resources available. The
project has been undertaken as a research work and findings are compiled in this
project.

For the purpose of gathering the information and collecting the data regarding
the effectiveness of various techniques at (Company Name) two types of method
was adopted namely

1. Primary data
2. Secondary data
1. Primary data:

Under the primary method of data collection, the structured questionnaire was
sent to major players in IT industry and

2.Secondary data:

Under secondary data collection, information and data from the following
documentary have been gathered

1. Internet

2. Books

Sample size

Efforts were made to keep the sample size as big as possible in order to ensure
that we obtain the correct data and also the industry standard. This would also
help the company to set the benchmarking for the employee database
management. The questionnaire was sent to 30 IT services/product related
companies out of which 20 companies responded to it.
 6. Data Presentation

1) How do you maintain Employee Records?

 Hard Copy
20%

Soft Copy
80%

80% of the companies maintain the employee records in the form of Soft
copies.

2) Do you ask for Scanned copy from the employees?

 No
25%

Yes
75%

75% of the companies ask for the scanned documents from the employees

3) When do you ask employees to send the scanned documents?

 Induction
13%

Before joining
88%

87% of the companies ask for the scanned documents from the employees
before joining

4) Do you do Background verification?

 No
20%

Yes
80%

80% of the companies do background verification of Employee records

5) When do u do background verification?

 After joining
25%

Before joining
75%

75% of the companies do the background verification before the employee

joins the organization

6) How many days do you give to employee to submit his pending

documents?
 Two weeks One month
15% 5%

One week
80%

80% of the companies give time of one week for submitting the pending
documents to Employees

7) Do you ask all the new joinees to submit the scanned documents or only
up to certain grade?
 Up to certain grade
13%

All joinees
88%

87% of the companies collect the documents from all grades of Employees

8) Whom does the new joinee sends his documents to?

 Both
13%

HR
25%

Recruiter
63%

62% of the companies ask the employee to send their scanned documents
to Recruiter
 7. Data Analysis

Data Analysis
From the response given by the companies, the following points are analyzed

1) 80% of the companies maintain the employee records in the form of

Soft copies.
2) 75% of the companies ask for the scanned documents from the
employees
3) 87% of the companies ask for the scanned documents from the
employees before joining
4) 80% of the companies do background verification of Employee records
5) 75% of the companies do the background verification before the
employee joins the organization
6) 80% of the companies give time of one week for submitting the
pending documents to Employees
7) 87% of the companies collect the documents from all grades of
Employee
8) 8) 62% of the companies ask the employee to send their scanned
documents to Recruiter
 8. Observations and findings

Observations and findings

The Survey of Employee database management and the way those companies
maintain the employee records was done in 20 well known companies in IT
Sector

Looking at the response from the companies, the following observations can be
made

1) Most of the leading IT companies today maintain employee records also in

form of soft copy

2) The scanned documents are submitted by the employee themselves;

documents are hardly scanned by the company personnel

3) Documents are generally submitted by the employees before the actual joining
date

4) Background verification is done sending the soft copies to the outsourced

agency

5) Time of one week is given by the company to the employee for submitting the
pending documents

6) Documents are sent to the Recruiter and in some cases HR Personnel

 9. Suggestions and
Recommendations

Suggestions and Recommnedations

As Observed through the survey, it is quite clear that most of the companies are
maintaining the soft copies of the employees. But in (Company Name), the
scanning part is done by the HR personnel. Scanning the documents according to
prescribed norms takes around 30 minutes per employee. The bandwidth of HR
is affected by this.

Once the documents are scanned, they are uploaded on the online tool developed
by (Company Name).

Following are the suggestions given to the company

1. Documents should be scanned by the Employee. The scanned documents can

only be uploaded on online tool by HR Personnel. Copy of the same can be sent
for background verification.

2. As per today’s process in (Company Name), each document is scanned

separately. Instead of this, all the documents can be scanned in fixed order by a
multiscanner machine in one shot saving lot of time

3. The link where the uploading of the documents is done is very slow.
Employee records need to be upgraded or changed time to time as documents are
submitted at different times. The link needs to be much faster than it is now.
10. Conclusions
Conclusions

The survey has been carried out to understand the practices of Employee record
keeping in ttehe industry and formulate the practice which will be near to best
one

Understanding the industry actions in the same field, (Company Name) has taken
a step further in its Go Green objective and has started asking for the scanned
copies of the documents from the Employees. This has resulted in substantial
time saving of the HR personnel involved in this.

The Employee now sends his scanned documents before he joins the
organization by Email which can easily be sent for background verification
immediately.

This has helped the HR Direct team in concentrating on the other fields of work
too.

The link where the uploaded was very slow and used to consume lot of time to
load. It has now been upgraded and made fast resulting in lot of saving in time.
11. Annexure
Questionnaire
1. How do you maintain the employee Records?
a. Hard Copy
b. Soft Copy
2. Do you ask for Scanned copy of the documents from the employees?
a. Yes
b. No
3. When do you ask employees to send the scanned documents?
a. Induction
b. Before joining
4. Do you do background verification?
a. Yes
b. No
5. When do you do background verification?
a. After joining
b. Before joining
6. How many days do you give the employee to submit the pending
documents?
a. One week
b. Two weeks
7. Do you ask all the joinees to send the scanned documents or only up to
certain grades?
a. All joinees
b. Up to certain grades
8. Whom does the new joinee sends his scanned documens to?
a. HR
b. Recruiter
c. Both