Human Resources
Manpower Requirement
You have already planned for machines and materials. Now plan for the requirement of manpower for the business. Manpower is one of the primary resources for a business. In manpower planning, include number of staffs, supervisors and workers (operators and helpers) you need to hire to make projected garments and to run business smoothly. Also estimate salaries for each employee and add to your budget to running cost. Get an idea from the market how much salary you need to pay to managers and workers.
PERSON SPECIFICATION:
Person Specification provides criteria against which the recruitment of candidates will be carried out. The Person Specification must contain the followings:
a) Essential Criteria: this section states the requirement without which a candidate will not be offered an interview.
b) Desirable Criteria: This section states the requirement which enhance or strong the candidate’s application or basis for consideration and may facilitate short listing for interview.
c) Qualification: each post is different by its nature and therefore, requires different qualification. Every person should submit proper and original document evidencing their requisite qualification to either become short listed or to become selected.
d) Experience: in order to ensure and maintain a sharp growth within a specific time line, Company requires experienced employees and workers which is one of the main criteria of this policy. A candidate without having requisite experience shall not be eligible to become a appropriate candidate.
e) Skills: Skilled workers and management are condition precedent to manufacturing quality garments to create a brand image. Therefore to become eligible for certain post the candidate must possess and demonstrate requisite skills.
THE SELECTION PROCESS:
The selection process is not an one off even. It combines a series of events which must be completed through a fair and diligent manner. The Recruitment Policy must be implemented through a selection process which starting from advertisement and ended up with issuance of letter of appointment. So the Selection Process plays a vital role and the same is the one of the main subject matters of the Recruitment Policy.
THE ADVERTISEMENT:
It is normal practice that all vacancies should be advertised both internally within the Company as well as externally. Authorization needs to be obtained from the Finance and HR department before advertisement. While an employee normally be appointed following advertisement of a post, nevertheless, in exceptional circumstances the requirement to advertise a professional/ expert post may be waived, if in the opinion of the Board of directors of the Company, it becomes necessary for the interest of the Company.
OFFER OF INTERVIEW:
In response to an advertisement, any potential candidate approach the Company for the job advertised, must be issued ‘Offer of Interview’ letter depicting the time,date and place of interview.
INTERVIEWS:
The purpose of an interview is to facilitate the selection of the most suitable candidate for the post, although it should be recognized that this is only one part of the selection process.
INTERVIEW PANEL:
The interview must be conducted by an ‘ Interview Panel’ consisting of 5 persons. In each interview an ‘Independent Observer’ shall be present. The other five persons shall be appointed by the board of directors. The Independent Observer must be authorized by the Board.
CONDUCT OF THE INTERVIEW:
When conducting interviews every member of the Panel must make notes of question they have asked and answers given by the candidates. This will provide feedback and evidence of why the candidates have been selected or rejected. These notes must be signed and given to the Chair who will hand them to HRD. Each member of the Panel must complete prescribed Interview Assessment Form for each candidate. The HDR shall place it before the board of the Company for its final approval.
OFFER OF EMPLOYMENT LETTER:
An offer of employment to a successful candidate can be made by the HRD of the Company. It must be made clear, however, that the offer is conditional upon the satisfactory completion of medical assessment, satisfactory evidence of Voter ID and criminal records and the authenticity of all documents submitted during the interview.
SALARY:
Within the financial provisions or established grading of the post, the salary offered should have regard to the applicant’s experience or expertise and will normally be at or above the incremental point equivalent to the applicant’s present salary. The salaries of other employees doing similar work within the department/division with similar experience souls also be taken into account.
Human Resource
The Human Resource department An organization success depends on its human resources. No matter how much an organization invests on other assets, if its human resource does not have the competence then the organization will be unsuccessful. Even when deciding on which fixed assets to invest, any organization goes through many industries. Therefore, when it comes to human resource it has to be even more careful. Pran- RFL group also consider their employees as their best asset. They have their own human resource department with a strong management system. They give values to their employees’ creativity and innovation to get best output in return.
Human Resource •
Human Resource Development • Organizational structure review and modification • Career planning • Hiring and firing • Job description preparation • Conducting appraisal at the end of each year • Induction, Attendance and leave • Maintaining and developing employees personal files • General services • Safety-security • Welfare activities for employees
HRM Department in PRAN-RFL Group In order to make HRM become more strategic in PRAN-RFL Group, management has reduced most of the administrative and paperwork from HRM that might holds HRM back. PRAN-RFL has organized HRM function as follows:-
RECRUITMENT SECTION
TRAINING SECTION
• Assess Training need of the Group and develop training strategy
• Prepare lesson plan and training module
• Arrange training in all areas including General Management, Sales, Factory staff etc.
• Conduct training classes
Obtain Training feedback, and analyze result
Develop and revision of policy regarding ISO/HACCP/HALAL with the direction of management • Follow-up-works of ISO/HACCP/HALAL • Maintain ISO/ HACCP/ HALAL related documents • Conduct ISO internal audit & review process • Internship management • Prepare/revise/update Job Description and Organogram as required
• Make Appointment & confirmation • Posting, Transfer, Promotion, Termination, Resignation & Separation • Taking Disciplinary action as per instruction • Compensation and benefits • Payroll preparation • Calculation of Bonus, deduction & incentives & leave encashment • Attendance and leave record • Make Annual appraisal
PERSONNEL SECTION
Develop method & Strategy for recruitment process
Develop method & Strategy for selection process
Conduct the recruitment & selection process
Making employment offer
Ensure the probable best fit for person-job & person-organization
Recruitment and Selection Process in PRAN-RFL: PRAN-RFL is looking for top-caliber people who want the flexibility and resources to grow in their career. If someone is that kind of person who has always stood out, they offer a place where one can continue to excel. PRAN-RFL has thousands of diverse people from different cultures and backgrounds working in a variety of different jobs in different fields · Merit is the sole criteria for selection. · Attitude is given as much weight age as functional competencies. · Panel interviews comprising of Functional Head & HR Head. · Sources for recruitment are through campus, consultants, employee referrals, internal job postings and the internet. · All positions involve written tests. · Antecedent verification is an integral part of our recruitment process. · Medical fitness is pre-requisite for all positions. · They are an equal opportunity employer and do not discriminate on the basis of race, community, religion or sex.
Recruitment process:
A responsibility for recruitment usually belongs to the HR department. This department works to find and attract capable applicants. Job description and speciation provide the needed information upon which the recruitment process starts. The functions of the recruitment section of PRAN-RFL are given below: 1. Need Assessment 2. Defining the position description 3. Checking the recruiting options 4. Advertisement 5. Screening and Short – listing Applications 6. Written test 7. Selection interview (3 – tier) 8. Employment decision (Application Bank) 9. Offer letter
10. Orientation / Induction
4.3 (a-i) Source of Recruitment:
Bangladesh is done in four ways depending on the job category of the vacant position. Therefore, the recruitment process of this organization is classified into four types, which are done based on the job grade/ group. These are as follows: • Entry-level management • MT (Manager Trainee) • Mid or / and senior level management • Graded staff / Non- management staff
There are two most important sources that have been followed by PRAN-RFL. 1. Internal Source. 2. External Source.
Internal Source:
There could be a person competent for the required job working within the organization. If there is, the existing manpower is then shuffled to place the selected person in the new post. If there is no such person inside the company, then the management goes for the second step.
Job-posting programs:
HR departments become involved when internal job openings are publicized to employees through job positioning programs, which informs employees about opening and required qualifications and invite qualify employees to apply. The notices usually are posted on company bulletin boards or are placed in the company newspaper.
External Source:
After considering above option, the company goes for external recruiting if needed. Those who best meet the skills, qualifications, experience and competencies required for the position should fill vacancies. Therefore, if there is no candidate within PRAN-RFL, who is suitable for the role, external advertisement should be placed to attract the potential candidates followed by the selection procedures.
Advertisement: The Company gives advertisement in national dailies to attract the talents from the market. PRAN- RFL puts two types of advertisements in the newspapers. It sometimes keeps the identity concealed in the ads, mentioning a GPO BOX number only.
Employee referrals: Employee referral means using personal contracts to locate job opportunities. It is a recommendation from a current employee regarding a job applicant. The logic behind employee referral is that “it takes one to know one”. Employees working in the PRAN-RFL, in this case, are encouraged to recommend the names of their friends working in other organization for a possible vacancy in the near future.
Employment Agency: An agency finds and prescreens applicants, referring those who seem qualified to the organization for further assessment and final selection. PRAN- RFL also takes help from such employment agency. They post their job vacancies on job portal like: BD jobs, BITAC.
Walk-ins and Write-ins: Walk-ins are some seekers who arrived at the HR department of BPL in search of a job; Write- ins are those who send a written enquire .both groups normally are ask to complete and application blank to determine their interest and abilities. Usable application is kept in an active file until a suitable opening occurs or until an application is too old to be considered valid, usually six months.
Consulting the CV Bank:
The unsolicited applications stored in the data bank are consulted. If the quality of a person matches with the requirements mentioned in the position description, then he / she is called for interview. If not, then the third step is followed.
Selection Process:
Selection is the process of gathering information for the purpose of evaluating and deciding who should be employed in particular jobs.
Screening and Short-listing Applications
The responses to the advertisements are sorted and screened. The CVs as well as the Covering letters are judged. In the covering letter, the style and language of writing, the emphasis put on the areas asked for tin the advertisements and the quality of the letter (whether it is specifically tailored to the advertisement or just a standard response) are the aspects that are judged. Different weights are assigned to the selection criteria mentioned in the man specification depending on their relative importance
Written Test
Written test is a regular part of the normal recruitment process. It is conducted as and when required. Previously no written test was taken for the management employee; the applicants had to go directly through the interview process. After the introduction of the manager trainee program, the written test before the interview process has proved to be effective and a useful tool to select the desirable candidates. The written test includes psychometric test, test on behavioral competency, and written test on communication skills. The candidates are called for the preliminary (first) interview based on their performance in the written test.
Selection Interview
The interview process is a three-tier one. A preliminary interview is conducted which follows the “elimination method”. After that, the second interview takes place with a very few number of candidates. Then they finally selected person is called for the final interview. The interview time is kept convenient for the candidate especially if s/he is working elsewhere at the time of interview. In that case the chosen time is after the business hour or in any holiday.
Reference Checks
Reference checks allow obtaining information and opinions regarding the person’s character, quality of the work and suitability for the position. It is an opportunity to validate the information received from the candidate via their resume and the interview. Speaking to the candidate’s manager or other people whom they have worked with should also check internal candidates. The opinion of a referee who has worked can for an extended period is likely to be more accurate than the assessment from one to two hours of interviewing.
Employment Decision
If the candidate has no problem with the stated terms and conditions of the job and the organization mentioned and discussed in the final interview, s/he is offered an application blank. The application blank is a standard format of employee-information that includes all the information the organization needs regarding the personnel. The candidate has to fill this blank and submit this to the company along with a CV.
Offering the Role:
Once the above activities are done, the candidate is given an offer letter specifying the salary package, job responsibilities, utilities that will be provided by the organization. Even at this stage the selected candidate has the chance to withdraw her/himself from the job offer. S/he is always free to discuss whatever difficulty may arise regarding pay structure/ facilities, etc. the door of HR is kept open for any sort of relevant discussion.
Written letter of offer:
A written letter of offer forwarded to the candidate. Once the candidate has verbally accepted the position, the appropriate letter of offer is organized. This letter sends to the candidate within two or three days of making the verbal offer. An introductory package also sent to the successful candidate, along with the letter of offer. At least one week before the person commencing in their new position, an appointment notice will be placed on notice boards and/or the internet.
THE RECRUITMENT AND SELECTION PROCESS OF PRAN-RFL: Benefits & Benefits &
Need assessment · Vacancy in existing post(s) · Market expansion · Increase in production capacity · Launching new product · Introducing new system Checking the recruiting options
Interview · Preliminary interview: elimination process (short listing) · Second interview: work Knowledge /behavioral
Written test (optional) · IQ test · Behavioral competencies · Communication skills Sorting Applications Weights are assigned based on the selection criteria
Selection · Application blank filling · Medical check-up (if needed) · Offer letter
Orientation /induction · Exposure to all important business /functions and locations of the company · Feedback report focusing on learning experience (s) of the induction program
Follow up HR Department continuously interacts with the new entrants assisting to cope up with the work environment, work culture, peer group etc.
During this three month long internship period I had an opportunity to work with Recruitment section (Human Resource Department) of PRAN-RFL. As a member of recruitment section I passed my three months by doing diversified activities and had many practical experiences regarding the corporate world.
During my three-month internship with PRAN-RFL’s Recruitment section in the Human Resource Department, I gained valuable practical experiences and engaged in diverse activities related to the corporate world. The internship provided me with the opportunity to work closely with the HR team and experience various aspects of recruitment.
