SUMMER TRAINING PROJECT REPORT

ON

STUDY ON MIS OF RECRUITMENT PROCESS

AT
ENERCON INDIA LTD.
SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS
FOR THE POST GRADUATION DIPLOMA IN MANAGEMENT
OF

INSTITUTE OF MANAGEMENT STUDIES, DEHRADUN

SUBMITTED TO:
INTERNAL GUIDE
Mr. RANJEET MUKHERJEE
Sr. Lecturer
IMS
Dehradun

EXTERNAL GUIDE
Mr. ASIT PANDA
Asst. Manager (HR)
Enercon India Ltd.
Mumbai

SUBMITTED BY:
RASHMI NEGI
(PGDO8046)

INSTITUTE OF MANAGEMENT STUDIES-DEHRADUN

BATCH 2008-2010
1

PREFACE

The

Present

report

is

based

on

my

industrial

training

in

ENEERCON INDIA LTD at Mumbai. The summer training is to

acquaint the study with real life situation of the organization. It
gives an opportunity to utilize and integrate the theoretical
knowledge acquired in the classroom with the practical experience
acquired from the organization. This training is completed in the
partial fulfilment of the requirement after completion of PGDM-II
semester.

The most valuable and difficult aspect of any organization is

recruiting the people and maintaining their data .The effective
recruitment system helps the organization in increasing the
valuable and productive manpower and which further helps in the
development of the organization.

ACKNOWLEDGEMENT
It is indeed a matter of great pleasure for me to express my sincere
gratitude towards Mr. Bharat Singh Rawat (HR Head) for giving me this
opportunity to do my summer internship with their organization, my
industrial mentor Mr. Asit Panda (Asst Manager HR) whose profound
encouragement, cooperation, guidance and keen supervision helped me
complete my project successfully. I am also grateful to Mr. Himanshu
Banswar, Mr. Sharath Chandra & Mr. Sunil for helping & guiding me to
achieve my objectives.

I also heartily thank my institute IMS Dehradun, Prof. B.P Singha, Dean
CRC, Ms. Swati Bisht, HOD PGDM, and my internal guide Mr. Ranjeet
Mukherjee for the continuous help and encouragement and the friendly
environment of education provided by them.

I would also like to thanks to everyone who was associated with this
project and has contributed in any way in the successful completion of the
project.

RASHMI NEGI
PGDO8046
PGDM III (semester)

DECLARATION
This project has been undertaken as a partial

fulfilment of the

requirements for the award of the Diploma of POST GRADUATION

DEGREE OF MANAGEMENT of IMS Dehradun.
This project was executed during the 2nd semester under the supervision
of
MR. RANJEET MUKHRJEE (Sr. Lecturer)
Further, I declare that this project is my original work and analysis and
findings are for academic purpose only. This project has not been
presented in any seminar or submitted elsewhere for the award of any
degree or diploma.

Supervisor:MR. Ranjeet Mukherjee

Sr. Lecturer
INTERNAL PROJECT GUIDE

RASHMI NEGI
PGD08046
PGDM(III semester)

CERTIFICATE

I have the pleasure in certifying that Ms. Rashmi Negi is a bonafide

student of IInd Semester of the Post Graduate Diploma in Management
(Batch 2008-2010), of Institute of Management Studies, Dehradun under
Institute Roll No. ... .

She has completed her project work entitled STUDY ON MIS OF

RECRUITMENT PROCESS under my guidance.

I certify that this is her original effort & has not been copied from any
other source. This project has also not been submitted in any other
Institute / University for the purpose of award of any Diploma.

This project fulfils the requirement of the curriculum prescribed by this

Institute for the said course. I recommend this project work for evaluation
& consideration for the award of Diploma to the student.

Signature

Name of the Guide

: Ranjeet Mukherjee

Designation

: Sr. Lecturer

Date

EXECUTIVE SUMMARY
This project is an outcome of days spends at Enercon (India). The project
is about the study on the MIS system of Enercon (India) limited. Basically
my

project

deals

with

the

MIS

of

specific

process,

which

is

RECRUITMENT PROCESS. The recruitment process is all about hiring the

people for filling the vacant seat in the organization. There are different
stages in this process which are followed during the recruitment of any
candidate and to store the relevant information at each stage there come
the need of developing MIS. So my project is about studying the current
MIS and to come up with an efficient MIS for storing the comprehensive
information of the recruitment process.

To start this project my first aim was to understand the recruitment

process of the company and the MIS used by them for the process. I found
that the stage where the organization was using the MIS was for:

Recruitment status
Interview schedule
Joining status
Reimbursement status

The current MIS of the organization is prepared for the different stages
and I found that there were some deviations in the current MIS which was
reducing its efficiency. On one hand the MIS that is been maintained by
the organization was good enough to store all the relevant information at
every stage but on the other hand it was prepared for the different
departments separately and is maintained by two people which makes is

difficult to update. One more loophole that I found in the MIS was that the
analysis of the data was very time consuming.

As per me the organization needs to maintain a MIS which is easy to

update and should be operated by any one person. It should have the
complete information or we can say they need to have a master MIS so
that it becomes easy to analyze the data and the required information can
be deduced without taking much time. The MIS should be easy to
comprehend so that we can come up with some effective ideas regarding
the improvement of the process.

There are some suggestions for correcting these deviations and a master
MIS which is been prepared for effective analysis of the whole recruitment
process. The suggestions given by me are to reduce the number of MIS
maintained by the organization so that it becomes easy to maintain and
analyze. Only two MIS should be maintained, one which has all the
information regarding the status of MPR i.e. number of candidate applied,
shortlisted, selected and reimbursement status, and other for the
interview and joining status. The first MIS will give the whole information
regarding the recruitment process and it will help in making judgment.
And the other will give the complete information regarding the candidate
who appeared for the interview and those who got selected.

I feel that these suggestions will be useful and effective and the MIS
prepared will help to store the comprehensive information and will also
8

help to come up with some ideas for the improvement in the effectiveness
of the recruitment process.

OBJECTIVE OF THE STUDY

The objective of my study is to know the recruitment process and to study the MIS of this
process and find the deviation in it. To find the deviation the first thing was to analyse the
MIS. So the main objectives are:
To study and analyze the current MIS.
To find out the deviation.
To develop a master MIS.

Along with this my sub objectives are:

To know efficiency of the employees.
To analysis the feedback of employees for further improvement of the MIS.

LIST OF CONTENTS

INTRODUCTION.....................................................................................................13
HUMAN RESOURCE..............................................................................................16
RECRUITMENT POLICY: ENERCON (INDIA) LIMITED

INTRODUCTION.........................................................................................20

FLOW CHART..............................................................................................22

DESCRIPTION OF PROCESS....................................................................25

ANALYSIS.....................................................................................................29

SWOT ANALYSIS.........................................................................................32

MANAGEMENT INFORMATION SYSTEM

INTRODUCTION.........................................................................................34

MIS IN RECRUITMENT.............................................................................38

MIS FOR RECRUITMENT OF EIL...........................................................41

RESEARCH METHODLOGY.................................................................................47
LIMITATION............................................................................................................49
FINDINGS................................................................................................................51
ANALYSIS OF FINDINGS......................................................................................57

10

CONCLUSION..........................................................................................................59
RECOMENDATIONS..............................................................................................61
BIBLIOGRAPHY......................................................................................................64
ANEXTURE............................................................................................................67

11

TABLES AND FIGURE

12

RECRUITMENT STATUS OF EIL.............................................................42

INTERVIEW STATUS..................................................................................43

JOINING STATUS........................................................................................43

REIMBURSEMENT STATUS.....................................................................44

PER MAN RECRUITMENT COST STATUS.............................................44

SUGESTED RECRUITMENT STATUS.....................................................53

SUGESTED PER MAN RECRUITMENT STATUS...................................53

INTERVIEW STATUS..................................................................................54

INTRODUCTION

13

INTRODUCTION

ENERCON GmbH has its global slogan Energy for the World. The company launched
operations in the year 1994 with the formation of its subsidiary ENERCON (INDIA)
LIMITED. Installation capacity in Indian market is around 1800 MW. In a short span of
twelve years, EIL has installed more than 2500 + Wind Energy Converters all over India. For
Dr. Wobben, the Founder Chairman of Enercon GmbH, it all started with a dream. The dream
to protect the natural world from polluting fossil fuels and risk-ridden nuclear power by
generating reliable energy in abundance from a source as clean as wind. To him wind energy
was the answer to a lot of players. It is safe, inexhaustible and free. In the years to come, Dr.
Wobben himself would go on to prove it to be one of the cheapest ways of reducing the
world's output of greenhouse gases.

Corporate profile:
Enercon India Ltd. (EIL) is ISO-9001: 2000 certified for manufacturing, installation and
services. It is supported with the latest design and development from its Principals, Enercon
GmbH. EIL's commercial operations commenced in 1995. Providing end to end solution to
the customer from identification of good potential site, developing project, installing Wind
Turbine Generator and maintaining the Wind Turbine Generator over 20 years lifespan. It has
successfully implemented SAP and connected all sites with V-SAT. Has four manufacturing
plants at Daman for different parts of Wind Energy Converter and concrete tower segment
manufacturing facilities at Sadodar, Gujarat and at Shirhatti (near Hubli) at Karnataka. More
than 3500 employees are working for EIL. At present manufactures and markets two models
with ratings 330 KW (E-33) and 800 KW (E-48). Turnover was 1721.23 crores in the year
2005-06 EIL's Net Worth was more than 386.71 crores as at 31-March-2006. Total gross
14

block of the company as on 31st March 2007, 353.28 crores. Presence in major high potential
states viz. Gujarat, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Tamilnadu and
Andhra Pradesh.

Customers:

Captive Customer- Selling to (State Electricity Board, SEBs) - Jindal Aluminium Ltd.

Private Parties- CEPCO industries Ltd.

Power Utilities Reliance Energy Limited

Projects:

Infrastructure

Case Studies- It includes

1. Infrastructure Roads, Power evacuation
2. Case Studies Low Wind Regime, High Wind Regime
3. Flagship projects (TATA POWER COMPANY LTD)
4. Wind resource monitoring

Various Departments:
The entire organization can be classified into following departments

15

Wind Resources

Production

16

Material

Project Installation

Services

Accounts & Finance

Marketing

HRD

Administration & security

Safety & Health Environment

IT

R&D

IIP

Quality Assurance

HUMAN RESOURCE

HR Vision - Develop an enabling environment to make Enercon (India) a Great Place to

work. Energy is Our Life

Enercon (India) Ltd is a Joint Venture Company between the Mehra Group and Enercon
GmbH, Germany. World over Enercon is known for its break through technological
innovation and patented gearless technology. Every Energies is an invaluable member of the
Enercon family. Enercon is all about the value it entrusts in its own people and the care it
takes for their well being. Enercon maintains the highest level of transparency to provide the
qualitative service to its customers. Every Energise maintains the open door policy and it is
well enforced by the clear-cut system orientation and policy established by the company.
Enercon also respects the individual freedom and working style, which results in high
employee morale. Enercon is very certain that change is the only constant, which makes the
Energise open to change. The Performance Management System of Enercon makes
performance as the paramount factor of life. Enercon practices the participative management,
which helps in the growth of the organization. Individual employee suggestions are valued
and also implemented, thus resulting in the collective growth of employee and organization.
The Customer Focus and Quality (Processes and Personnel) has made Enercon the world
leader in the business of wind farming.

Human Resource Arena:

17

People are key to the success of an organization. To give competitive advantage to business
this company makes investment in the people processes. The various processes carried by HR
are:

1. Recruitment & Selection: To manage perpetual growth of an organisation constant

infusion of new and talented human resource is essential. The recruitment process at
Enercon is stringent to ensure that we get quality people. The process starts from
identifying the requirement for manpower. The current recruitment policy of Enercon
will be dealt further I detail.
2. Training & Development: Training and thereby continuous development of the
employees is a must for Enercon to sustain its advantage over the competitors. The
basic purpose of the training is to build skills needed in current role and development
competencies to assume higher responsibilities in near future. It is intended to
specially develop leadership competencies besides developing behavioural area to
improve the competencies of the employees and also to fill the gap between the
desired skill and actual skill of the employees.
3. Welfare facilities: For a new joiner the following facilities are provided by this
organization:

18

Canteen Facility

Shoes & Uniform

Identity card

LTA, Medical reimbursement

Med claim policy for the family of the employee

Knowledge centre

Leave and travel allowance

Vehicle arrangement

4. Enercon Colony: Many Enercon workman come from far off areas. In order to
provide them with proper housing facility Enercon has created a housing colony in
Daman. The housing facility is provided at a nominal cost with all the amenities like
electricity, water supply, etc.
5. Enercon Knowledge Centre: To keep up-to-date knowledge on various aspects the
employees are encouraged to develop reading and learning habits. To encourage
learning, knowledge centre has been created at Daman plant wherein employees are
issued books, magazines & useful articles. It not only helps the individual employees
but also develops learning culture across the organization.
6. Medical Facility: Enercon also provides medical facilities to its employees with a
medical centre equipped with medical practitioner & nurses available in the company.
7. Wages and salary Administration: Salary is directly deposited into bank account of
the employees, which is opened by the company. At site locations where bank
branches are not available the payment is done by cheques/cash

19

RECRUITMENT POLICY
AND PROCESS

20

RECRUITMENT POLICY

Recruitment Policy of a company:

In todays rapidly changing business environment, a well defined recruitment policy is
necessary for organizations to respond to its human resource requirements in time. Therefore,
it is important to have a clear and concise recruitment policy in place, which can be executed
effectively to recruit the best talent pool for the selection of the right candidate at the right
place quickly. Creating a suitable recruitment policy is the first step in the efficient hiring
process. A clear and concise recruitment policy helps ensure a sound recruitment process.
It specifies the objectives of recruitment and provides a framework for implementation of
recruitment programme. It may involve organizational system to be developed for
implementing recruitment programmes and procedures by filling up vacancies with best
qualified people.
A recruitment policy of an organisation should be such that:

It should focus on recruiting the best potential people.

To ensure that every applicant and employee is treated equally with dignity and
respect.

21

Unbiased policy.

To aid and encourage employees in realizing their full potential.

Transparent, task oriented and merit based selection.

Weightage during selection given to factors that suit organization needs.

Optimization of manpower at the time of selection process.

Defining the competent authority to approve each selection.

Abides by relevant public policy and legislation on hiring and employment

relationship.

Integrates employee needs with the organisational needs.

Factors Affecting Recruitment Policy

Organizational objectives and need.

Personnel policies of the organization and its competitors.

Government policies on reservations.

Preferred sources of recruitment.

Recruitment costs and financial implications.

Objectives of Recruitment Policy:

Recruitment placing the right person in the right place at the right time.

The basic purpose of the recruitment system & policy is to enable selection &
induction of the right fit of talent into the intended position in the company to meet
the current & future need.

To ensure that state of art recruitment and selection tools and methodologies are
adopted and practiced by all people participating in the recruitment and selection
process.

22

FLOW CHART OF PROCESS

The current recruitment policy of the company involves following steps:

Start

Identify manpower
Requirement

Review Requirement

Obtain Approval

Receive Request for

Manpower

Obtain Data (resume)

Screen Data

23

Obtain Application for

Employment

Preliminary Technical
Interview

Shortlisted in

NO

interview
Recommend for
CFT

the case

Final Technical
Interview with
CFT
Shortlisted in
Interview

24

Decline

NO

YES

HOD strongly

Psychometric test,

recommends the

Climb test,

Suitability of candidate

Medical test

NO
Decline

YES
Reconsideration

YES
Induction

Decline the
case

Appointment

ESTABLISHMENT

25

DESCRIPTION OF THE PROCESS:

DESCRIPTION
Identify manpower

CONTROL
HOD & the

requirement with

specific

competence required

department in

for the position & fill in

concern.

request for manpower

Review
requirement
with

the

HOD,

HOD
FH

Head HR

Head HR

Obtaining approval of

MD

MD

&

forwarding

to

HRD
Receiving request for

of

HOD

Justification

of

manpower requirement

Executive HRD

manpower from
various departments
Obtain data (CV) from

Approval
required

Functional Head (FH) &

REMARKS
MRP Form (HRD-F-01)

by HOD/FH
Approval

of

MD

required

Executive HRD

HOD/FH

Approval of HR Head

various sources on
basis of job description
(JD)
Jointly Screen data.
Arranging preliminary
interview (telephonic)
& send call letter.

26

Short listing
jointly done by

Executive HRD

HRD &HOD/FH

Tele-calling done

by HRD
Get application for

Executive HRD

Application for

employment filled in by

employment

candidate & complete

form (HRD-F-02)

necessary formalities

as per recruitment

Situation
Reaction Test

formalities matrix on

(SRT)

arrival of candidate for

interview.
Fill interview

Executive HRD

assessment form and

Interview

Assessment

form (HRF-03)

send candidate for

interview to identified
person.
Candidate undergoes
preliminary technical
interview with HOD/FH

preliminary technical
interview with HOD/FH

staff. Salary &grade

fixation by HR.
27

Interview
Executive

HOD/FH

Executive

Decline the case if not

shortlisted

HRD/Head HR

& behavioural
interview with HR.
Recommend for CFT for

Clearing Preliminary

HRD/Head HR

& a behavioural
interview with HR.
Shortlisted in

HOD/FH

CFT

CFT for staff

Executive HRD

Offer letter for

workers
Candidate under goes
final technical

HR Head

interview with CFT

Shortlisted in technical

CFT

CFT

interview with CFT

Submission of CFT

HOD/FH

Executive

assessment to HRD. If
HOD/FH strongly

------

Assessment Form
(HRD-F-03)

HRD/HR Head

recommends the

suitability of candidate.
Recommendation by
HOD/FH. Options to
consider:

Interview

Decline case if
not suitable

HOD/FH

Executive

Decline case if rejected

HRD/HR Head
Consensus or
debate

Re-interviewing

Psycho profiling, if
psycho is positive the
issuing of offer letter
subject to passing the
following:

Climb test (all

technical staff &
PRI workers)

28

Executive HRD

If rejected decline the

case.

Medical test (for

all)

On joining of employee

Executive HRD

Executive HRD

(HRD-F-04)

make an induction
program, circulate it to
respective person &
send employee for
induction
Issued detailed

appointment letter to

Appointment
Letter

employee indicating

Salary Bifurcation

terms & conditions on

joining.
Handover the file to

Executive HRD

Complete file handover

establishment section.

Analysis of the Recruitment Policy:

Role of various teams and executives involved in the recruitment process:

29

a) Managing Director (MD) He plays the significant role in the recruitment process.
All the approvals for manpower requirements (MPR) put forth by concerned
department is done by MD alone. Without his approval the recruitment process will
not be carried further and will be on a standstill.
b) Head of Department/Functional Head (HOD/FH) Identification for manpower
requirement is done by HOD. It is he who reviews the requirement along with HR
head and provides justification for MPR to MD. He jointly screens the CVs collected
with executive HRD and shortlist them. The candidate has to undergo preliminary
technical interview with concerned HOD/FH. If the candidate is not shortlisted but the
HOD/FH strongly recommends the suitability of the candidate then the case will be
reconsidered and he/she will be re-interviewed with HOD/FH.
c) Executive HRD The HRD reviews the MPR with HOD. It is the HRD which
receives request for manpower. Obtaining & screening of data is done by HRD. It
obtains application for employment, fill in interview assessment form, conduct
preliminary technical interview and shortlist the candidate. Steps from psychometric
test till establishment of the candidate are under the ascendancy of executive HRD.
d) CFT (Cross Functional Team) - The role of cross functional team comes into
existence if there is a requirement for technical manpower, like an engineer. CFT has
been constituted looking into the growing size of the organisation & individual
functions becoming big verticals. The challenge is to keep view of organisations
perspective and emerging needs of business, simultaneously having unbiased
approach to the right job aspirants are selected. The CFT looks into it whether the
candidate is technically sound and eligible for the required post or not. The main
objective of CFT is selection of right fit within specified time and resources,

30

unbiased selection of candidate, structured & uniform assessment of the new hiring
across the organisation and image building.

After studying the recruitment policy of this organisation we can infer that the current
policy is comprehensive enough and can be summarized in 14 steps:
1) Identification of manpower
2) Review Requirement
3) Obtain approval
4) Receive request for manpower
5) Obtain data
6) Screen data
7) Obtain application for employment
8) Fill in interview assessment form
9) Preliminary technical interview
10) Final technical interview
11) Psychometric test, climb test, medical test
12) Induction
13) Appointment
14) Establishment
15) Review of rejected candidates/ conflict of interest:
31

16) The process as we can see is simple and easy to follow. Normally all companies
follow a simple route but this company has a unique feature in the whole process i.e.
the role of HOD when he strongly recommends the suitability of the candidate. I find
this step most significant and crucial in the whole recruitment policy.
17) Candidate rejected by the CFT will be open for review/ re-interview, in case of scarce
skill set, if the Functional Head/HOD is convinced about the fitment of the candidate.
In above case the Functional head/HOD can discuss with CFT member for review/reinterview keeping HRD in loop. All such candidate will undergo interview with
Functional Head/ HOD and HRD prior to going to the CFT.

CFT can recommend the cases not fully meeting the requirement of the profile for temporary
appointment for six months, however all such cases should be approved by FH/HOD & HRD.
All such cases will be received by CFT before taking into regular stream.
If a CFT member invited for interview process for a position, feels he has a potential conflict
of interest they should immediately notify the HRD for advice. Examples of potential conflict
of interest may include family relationship, close friendship, working relationship, etc. with
an applicant for the position.

Strength & weakness of the Recruitment Policy:

Strength
32

It is comprehensive enough & easy to follow.( in 14 steps)

Role of CFT helps in obtaining technically sound/fit candidate for the required
position and minimize bias.

For one position on an average 10 candidates are named i.e. the ratio is 1:10(among
10 candidates 1 is to be selected), it helps in indentifying diversity of talent.

Broadly classifying a candidate has to go through 3 stages-preliminary technical &

behavioural interview, final technical interview and psychometric test; this process
facilitates in selecting the creamy layer among the candidates.

Average expenditure for recruiting per-person is around Rs. 15,000; which is

satisfactory & appeasing.

Involvement of MD, HOD/FH & Executive HRD in the recruitment process makes it
crystal clear & free from bias.

Weakness

HR department does maintain data base of CVs collected for future reference, but
they face the problem regarding updating them at regular interval.

Currently not using any recruitment software which may assist in maintaining the
profiles for recruitment, maintain a master database of employees

33

MANAGEMENT
INFORMATION SYSTEM

34

MANAGEMENT INFORMATION SYSTEM

MIS (Management Information System) is a subset of the overall internal control of a

business covering the application of people, documents, technologies and procedures by
management accountants to solving business problems such as costing a product, services or
a business wide strategy. Management information system is different from other information
system in that they are used to analyze other information system applied in operational
activities in the organization.

Overview:
At the start in, business and other organizations, internal reporting was made manually and
other periodically, as a by-product of the accounting system and with some additional
statistics, and gave limited and delayed information on management performance.
In their infancy, business computers were used for the practical business of computing and
payroll and keeping track of accounts payable and account receivable. As application were
developed that provide managers with information about sales inventories and other data that
would help in managing the enterprise, the term MIS arose to describe these kinds of
applications.
Today the term is used broadly in number of context and includes: Decision support system,
resource and people management application, project management and database retrieval
application.
Definition: Management Information Systems (MIS) is the term given to the discipline
focused on the integration of computer systems with the aims and objectives on an
organisation.
The development and management of information technology tools assists executives and the
35

general workforce in performing any tasks related to the processing of information. MIS and
business systems are especially useful in the collation of business data and the production of
reports to be used as tools for decision making.
Applications of MIS
With computers being as ubiquitous as they are today, there's hardly any large business that
does not rely extensively on their IT systems.
However, there are several specific fields in which MIS has become invaluable.
* Strategy Support
While computers cannot create business strategies by themselves they can assist management
in understanding the effects of their strategies, and help enable effective decision-making.
MIS systems can be used to transform data into information useful for decision making.
Computers can provide financial statements and performance reports to assist in the planning,
monitoring and implementation of strategy.
MIS systems provide a valuable function in that they can collate into coherent reports
unmanageable volumes of data that would otherwise be broadly useless to decision makers.
By studying these reports decision-makers can identify patterns and trends that would have
remained unseen if the raw data were consulted manually.
MIS systems can also use these raw data to run simulations hypothetical scenarios that
answer a range of what if questions regarding alterations in strategy. For instance, MIS
systems can provide predictions about the effect on sales that an alteration in price would
have on a product. These Decision Support Systems (DSS) enable more informed decision
making within an enterprise than would be possible without MIS systems.
* Data Processing
Not only do MIS systems allow for the collation of vast amounts of business data, but they

36

also provide a valuable time saving benefit to the workforce. Where in the past business
information had to be manually processed for filing and analysis it can now be entered
quickly and easily onto a computer by a data processor, allowing for faster decision making
and quicker reflexes for the enterprise as a whole.
Management by Objectives
While MIS systems are extremely useful in generating statistical reports and data analysis
they can also be of use as a Management by Objectives (MBO) tool.
MBO is a management process by which managers and subordinates agree upon a series of
objectives for the subordinate to attempt to achieve within a set time frame. Objectives are set
using the SMART ratio: that is, objectives should be Specific, Measurable, Agreed, Realistic
and Time-Specific.
The aim of these objectives is to provide a set of key performance indicators by which an
enterprise can judge the performance of an employee or project. The success of any MBO
objective depends upon the continuous tracking of progress.
In tracking this performance it can be extremely useful to make use of an MIS system. Since
all SMART objectives are by definition measurable they can be tracked through the
generation of management reports to be analysed by decision-makers.
Benefits of MIS
The field of MIS can deliver a great many benefits to enterprises in every industry. Expert
organisations such as the Institute of MIS along with peer reviewed journals such as MIS
Quarterly continue to find and report new ways to use MIS to achieve business objectives.

Core Competencies
Every market leading enterprise will have at least one core competency that is, a function
they perform better than their competition. By building an exceptional management
37

information system into the enterprise it is possible to push out ahead of the competition. MIS
systems provide the tools necessary to gain a better understanding of the market as well as a
better understanding of the enterprise itself.

Enhance Supply Chain Management

Improved reporting of business processes leads inevitably to a more streamlined production
process. With better information on the production process comes the ability to improve the
management of the supply chain, including everything from the sourcing of materials to the
manufacturing and distribution of the finished product.

Quick Reflexes
As a corollary to improved supply chain management comes an improved ability to react to
changes in the market. Better MIS systems enable an enterprise to react more quickly to their
environment, enabling them to push out ahead of the competition and produce a better service
and a larger piece of the pie.

Further information about MIS can be found at the Bentley College Journal of MIS and the
US Treasurys MIS handbook, and an example of an organisational MIS division can be
found at the Department of Social Services for the state of Connecticut.

38

MIS IN RECRUITMENT

The recruitment is section that deals with the main issues underlying the whole recruitment
process as follow:

How recruitment is organized within the organization.

Whether or not to outsource some or all of the recruitment function.

The role of human resource management information system (HRMIS) in arising with
the recruitment process.

HRMIS will cover the following five functional modules:

1. Personal record module: It encompasses a database of organizational structure, a
database with the personal records of govt. employees and computerization of
common HR processes.
2. HR intelligence module: It accommodates HR management reporting request and
HR business intelligence request.
3. Training module: To facilitate the management of training process, including
planning (training needed, available and delivered), budgeting, participation,
evaluation etc.
4. Recruitment Module: For the automation of recruitment procedures such as vacancy
announcement, appointments of the selection panel, application generation for list of
candidates for summoning and testing, producing test results and appointments.

39

5. Examination module: It encompasses processes for the management of examination

questions, for the actual examination and the immediate calculation and registration of
test results.
Use of HRMIS during recruitment and selection process can speed up the process and free
resources. For example depending on the type of package used it may be possible to enter
candidates details once and this information can then be used to generate all other
documentation and information. If the use of a HRMIS is linked to internet recruitment and
applications, the process may be streamlined still further.

HRMIS in Recruitment and Selection

Depending on the software provided HRMIS can help at every step of the recruitment and
selection process. Such as

Recording job requirements through on line job description and person specification

Recording previous job advertisement which may then be modified for the current
vacancy

Producing information for the job pack, such as standard letters regarding the
application process etc.

Linking to web-based information if the net is used for recruitment and the receipt of
application

Producing letters and information for the candidates regarding the selection process,
such as invitation to attend interviews.

40

Record selection process result.

Producing standard letter for potential successful candidates such as reference request,
initial offer letters etc.

41

MIS OF ENERCON
(INDIA) LIMITED

42

MIS FOR RECRUITMENT OF EIL

The company maintains the MIS for the different stages in the recruitment process.
The different forms of MIS maintained by the company are:

Recruitment status: In this there is the detailed information about the MPR of different
departments. It contains the Name of the department, Level, Position, no. of vacancy,
Location, Job description and Job specification of the particular job. It also contains the
record of the people shortlisted for that position. It keeps an eye on the status of vacant
position in the organization.

Depa
S.N

rtme

Posi

nt/lev

tion

el

no. of
vacanc
y

Locati

Stat

on

us

S/L &
Offer
ed

Bala

Name of

Remar

nce

Candidate

ks

Table 1

Interview status: It records the whole interview program, like schedule of the interview,
relevant information regarding candidates who will appear in it, result, and detail of panel
member. As the company reimburse the travel expense to the candidates appearing for the
interview and to the panel members so the interview schedule also has the detail of the cost
that is to be reimbursed to the applicants and to the panel members. The status is maintained
department wise.
S.N name

43

Ce Lev

Positi

key

Qualificat

curre

S/

Stat

of the
candid
o

ate

nt co.
ll

el

on

OI

skill

ion

us

Table 2

Joining status: It keeps a record of candidates those who got selected in the interview and
there joining date. It contains the candidate Name, cell number, department, designation,
location and the date of joining.
S.N

Name of

Candidate

Cell

Departm

Designat

Locati

Date of

Remar

ent

ion

on

Joining

ks

Table 3

Reimbursement: It is used to record the cost of reimbursement and to calculate the cost of
recruitment. It contains the list of expenses on the reimbursement, advertisement, job portals,
consultancy, medical test, psychometric test. It helps in calculating the per man recruitment
cost on the monthly and annual bases.

S.N
O

44

Month

Departm

amt.

ent

Spend

Table 4

EXPENSES
Reimburseme

AMOUNT

nt
Advertisemen
t
Psychometric
test
Medical test
Job portals
TOTAL
No. of
candidate
joined
Avg. Cost
Table 5

As the MIS is being maintained at every stage of the recruitment process it becomes effective
in recording entire information and has a record of entire data. They maintain the MIS for
different stages as mentioned above which enables them to record comprehensive information
at each stage. The MIS used by the company is maintained by two people. They maintain the
MIS for the departments assigned to them. Every minute information is there in the current
MIS and it is been maintained department wise.

The recruitment status and joining status are maintained on the monthly bases but the
interview status is maintained department wise by both the employees who are maintaining
the MIS for the recruitment. In total the organization maintain four different MIS for the
whole recruitment process but 14 different MIS for the interview status as there are 14
departments in the organization.
45

46

RESEARCH
METHODLOGY

47

RESEARCH METHODOLOGY

Research Design:
The research design adopted by me was exploratory in nature. In this research I have
explored the information given to me and tried to find out the loopholes and solution to it.

Methods Of Data Collection

The data collected by me both primary and secondary. The primary data is collected with the
help of questioner and the personal interviews conducted by me within the department and
the secondary information is provided to me by the company itself.
Primary Data
Primary data source is that information which is collected for the first hand and afresh.
Personal interviews, observations, survey, questionnaire were the main tool for the collection
of primary data in my project.
Secondary Data
Secondary data are those which have already been collected by someone else and which have
already been passed through statistical process.
Records, reports and manual of the organization were the main tool of secondary data.

Research Statement
To study the MIS of recruitment of the Enercon India ltd. At Mumbai.
The research methodology adopted by me consists of survey of the human resource
department dealing in the recruitment of people and result are shown with the help of bar
diagram.

48

Sample size
The department handling the recruitment process has only five employees so the sample size
for my survey was also five. As the topic of my study is MIS of recruitment so I have only
focused on the department and the employees handling this process.

49

LIMITATION
Following Limitations faced by me during the Study of the Project as: 1. Time Limitations
2. Unavailability Of Proper information
3. Lack of Cooperation.
4. Organisational Restrictions
5. Communication barriers.
6. Lack of Responsiveness by the Employees towards the Questionnaire.
7. Biasing.

50

FINDINGS AND ANALYSIS

51

FINDINGS

The MIS of the company is good enough to record all the relevant information but still there
are some deviations in it. The deviations that I found in the current MIS of the company are:

1. The MIS is difficult to maintain.

2. It is difficult to update regularly.
3. The current MIS seems to be time consuming when it comes to analyses.
4. There is a communication gap among the employees.
5. Absence of a master MIS.

52

QUESTIONEIR

Q1. Is your MIS capable of storing all the important data

regarding the recruitment process?

80%
80%
70%
60%
50%
40%
20%

30%
20%
10%

0%

0%
YES

NO

CANT SAY

Interpretation:
This diagram tells about the efficiency of the MIS used for the recruitment.
80% employees think that the MIS is efficient enough to store the
important information and 20% were not sure about it. So from this we
can conclude that the MIS is efficient enough in storing the all the relevant
information regarding the recruitment process.

53

Q2. Is the MIS easy to maintain and update?

60%
60%

50%

40%

30%
20%

20%

20%

10%

0%
YES

NO

CANT SAY

Interpretation:
From the figure it is clear that the MIS maintain by the company is not
easy to maintain and update. This figure shows that the 60% employees
are not satisfied with the MIS they have and they find difficultly in
maintaining it, only 20% employees are satisfied with the MIS and other
20% are not confident about it.

54

Q3. Is your MIS capable in comparing the data?

100%
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%

0%
YES

NO

0%
CANT SAY

Interpretation:
100% employees say that the MIS in not capable in comparing the data.
This figure gives us the clear picture that the present MIS maintained by
the company is not efficient in comparing the data, hence it is not helps in
improving the efficiency of the recruitment process.

55

Q4. Do you have a master MIS?

100%
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%

0%
YES

NO

0%
CANT SAY

Interpretation:
This figure gives us the clear fact that the company do not have any
master MIS which will help them in comparing the data and giving the
solutions of the solutions that they are facing in the recruitment.

56

Q5. Do you have discussion sessions regarding the progress of

the task at the end of the day?

60%
60%

50%

40%
40%
30%

20%

10%
0%
0%
YES
NO
sometimes

Interpretation:
60% employees say that the discussion session is not there at the end of
the, whereas 40% says that sometimes the discussion takes place. By this
we can conclude that there is a communication gap among the employees
which is indirectly effecting the efficiency of the process.

ANALYSIS OF FINDINGS
57

1. Difficult to maintain: The current MIS used by the company is prepared for every
stage and department. This makes it difficult to maintain. As the company has 14
different departments so it becomes very difficult to maintain different MIS for all the
departments. Similarly for recruitment there are four stages where we need to prepare
the MIS so again it becomes difficult to maintain it for every stage.

2. Difficult to update: The Company has two people who take care of the MIS for
recruitment process. The departments are divided among these two people and they
maintain the MIS for their respective assigned departments. This makes it difficult to
update the complete information at one place.

3. Time consuming: The MIS are maintained for different stages and departments for
the recruitment process so when it comes to analysis it become very difficult to
analyze the data as the complete information is not concentrated at one place.

4. Communication gap: As the work load is very much on the employees they dont get
enough time to discuss their work and to make strategy to achieve their set goals. This
communication gap among them makes the work more difficult and ineffective. Due
to the communication gap the work at different stage get delayed.

5. Absence of Master MIS: The MIS maintained by the company is good enough to
store all the information but it is not that effective in comparing the data and in
finding out the required information quickly.

58

CONCLUSION

59

CONCLUSION

At the end of the management internship program at ENERCON (INDIA) LTD, I feel
enriched in more than one way. The training has been great experience which helped me in
correlating the theoretical knowledge with the practical work. The training made me familiar
with the practical work scenario and the environment in which we will be working after some
time. The training helps me a lot in understanding the different working conditions and
situations in the organization and the way to handle these situations.

In my initial stage of the training I understood the different steps followed in the recruitment
process and the relevance of the each step. In the end I personally feel satisfied that the end
result has met the expectations of the company and we were able to design the master MIS as
per the companies need.

Overall this training was a knowledgeable experience for me, the experience that I needed at
this stage and I am satisfied with it up to a great extend.

60

RECOMENDATIONS

61

RECOMENDATION

Recommendations suggested are:

1. MIS needs to be maintained on monthly bases: As the company maintain the MIS
department wise so it become difficult to combine the data on the monthly bases so
the Company should maintain the MIS month wise and not department wise this will
help in analyzing the data more quickly and effectively.
2. Number of MIS should be reduced: The Company maintains the MIS at every stage
so the number of MIS is large and it become difficult to find out the MIS in which the
required information is stored. So for each process there should not be more than two
MIS. They can create a MIS which can store information for more than one stage.
3. Need of Master MIS: The MIS for the recruitment are maintained by the two people
so the complete information is not at one place. There is a need of a master MIS
which should have all the relevant information regarding recruitment process and it
should be effective in comparing data.
4. Centralized information: The whole recruitment process should be monitored by
one person this will not allow the dilution in responsibility. So the master MIS should
be maintained by only one person so that the complete information can remain
concentrated at a place.

5. Discussion session: As there is a lack of communication among the employees so

there is a need of discussion session at the end of the day. The session should be for
the 10 to 15 minutes so that there can be a discussion on the work that has been
performed in the whole day and they can also plan their schedule for the next day.

62

The MIS that I suggest to maintain are, first for the recruitment status and the other for the
interview status. The whole recruitment process will get covered in these two MIS and it will
be helpful in maintaining and analyzing. So the outline of the two MIS that I suggest is as
follows:

Recruitment status: This MIS is used to store all the information which is useful in
analyzing the efficiency of the process. It will keep the record of the MPR status of the entire
department; it will also take care of reimbursement status. It will also helpful in checking the
efficiency of the job portals used and cost of recruitment for every department. The MIS also
keep a check on the number of CVs shortlisted number of people turn up and the number of
candidate selected. This will help in measuring the efficiency of the employee those who are
involved in this process. The recruitment status also consist of the per man recruitment cost
status.
no
.

of

no.

V'

of

so

ca

ur

se

C ndi

ci

nd

V dat

ng

fo

'

cal

sc

led

ru

tin

MP
S

Dep

Po

Lo

art

sit

ca

me

io

tio

nt

R
Re
cei
ve
d
on

Table 6

63

D S N
O /
I

L S

trave

pane

Jo

ff

in

reim

reim

er

burs

burs

ed

eme

eme

nt

nt

Per man recruitment cost:

Reimbur

Advertis

sement

ement

Job

Med

por

ical

tal

test

Cons
ultant

Psycho

To

metric

ta

test

No.

of

candi

g.

date

joine

st

Amt.
sancti
oned

Bala
nce

Table 7

Interview schedule: It is important to maintain the interview status and the joining status it
helps in providing the relevant information about the candidate appearing for the interview
and the candidate who got selected after the interview. As the candidate those who get
selected has to pass the interview therefore we can maintain the interview status as well as
joining status in one MIS. It will contain information from the date of interview to the joining
date of the candidates. We can also have a reimbursement column in it which will help in
checking the status of the candidates who has to be reimbursed their travel fair.
na

me
S.

of

Dep

the

artm

o.

can

ll

ent

did
ate

gr
a
d
e

e
Desi

D y

Quali

gnat

O s

ficati

ion

on

k
il
l

Table 8

64

cu
rre
nt
co.

Pan amo
S st

Joi

Re

el

unt

at

ne

ma

me

reim

us

rk

mb

burs

er

ed

BIBLIOGRAPHY

65

BLIOGRAPHY
WEBSITE:
1. www.enerconindia.net
2. www.Citehr.com
3. www.google.com

BOOKS:
1. Research Methodology (C.R.Kothari)
2. Management Information System (Waman S Jawadekar)

66

ANEXTURE

67

ANEXTURE

QUESTIONNAIRE

Q1. Is your MIS capable of storing all the important data regarding the recruitment
process?
Ans.

a) YES

b) NO

c) CANT SAY

Q2. Is the MIS easy to maintain and update?

Ans.

a) YES

b) NO

c) CANT SAY

Q3. Is your MIS capable in comparing the data?

Ans.

a)YES

b) NO

c) CANT SAY

Q4. Do you have a master MIS?

Ans.

a) YES

b) NO b) NO

c) CANT SAY

Q5. Do you have discussion sessions regarding the progress of the task at the end of the
day?
Ans.

68

a)YES

b) NO

c) SOMETIMES